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, Commonwealth and Development Office (FCDO) website for foreign travel advice. You can also find some general guidance on our travel and accommodation webpage.


Operational Handbooks

Operational Handbooks are important documents produced by the National Agency for all higher education Erasmus+ coordinators. They provide detailed information to support institutions running the Erasmus+ programme. 

Key Action 103

The Key Action 103 Operational Handbook 2020 - version 5 (962 KB) is now available. Please refer to the guide for detailed information on student and staff grant rates.

You can still access:

Key Action 107

The Key Action 107 Operational Handbook 2020 - version 1 (575 KB) is now available. Please refer to the guide for detailed information on student and staff grant rates.

You can still access:

You can also access:

The European Commission's Key Action 107 ICM Handbook (1.4 MB) for International Credit Mobility (ICM) projects.

Key Action 2

The Key Action 203 Strategic Partnership Operational Handbook 2020 - version 2 (954 KB) is now available. 

The Key Action 226 Partnerships for Digital Education Readiness Operational Handbook (740 KB) is now available.

You can still access:


Please review the Programme Guide for full details of how to run your Erasmus+ project. 

Mobility Tool+ guidance during Covid-19

The UK National Agency has produced a guide to help institutions process Key Action 103, 107 and 203 Force Majeure cases (976 KB), due to Covid-19. Please note that it is based on information available to the UK National Agency to date and subject to change, considering that the current situation is still evolving. This document is intended as a guide for processing a wide range of scenarios, and while it may not be exhaustive, it provides an understanding of how to use the Force Majeure function on the Mobility Tool+ and record mobilities affected by Covid-19. For all other information regarding the Mobility Tool+ please visit our IT tools page.

UK National Agency guide on Erasmus Charter for Higher Education (ECHE) compliance

With the aim of encouraging improved compliance with the ECHE in the UK, the UK National Agency has compiled a UK higher education compliance report (361 KB), based on quality audits conducted in 2018. This report highlights those requirements where HEIs are frequently not meeting ECHE expectations, and also shines a light on the many areas of good practice that the Quality Experts have identified during audits. HEIs will also find the National Agency's Monitoring Guide (718 KB) a helpful document, as well as the ECHE Annotated Guidelines (127 KB).  

Another useful tool is the ECHE self-assessment. This shows you how well your institution is implementing the principles of the ECHE and which areas could be strengthened. It generates tailor-made reports with a visual overview of your institution's performance, plus specific suggestions on how to further improve the implementation of the ECHE. Read the handy guide on self-assessment.

Report on Higher Education Outward Mobility Credit Transfer and Recognition

Based on a survey of UK HEIs and selected case studies, the Higher Education Outward Mobility Credit Transfer and Recognition report (5.9 MB) aims to help UK higher education institutions improve their credit transfer and recognition processes.

Produced by the Erasmus+ UK National Agency, Universities UK International (UUKi) and the Association of UK Higher Education European Officers (HEURO), with input from the Quality Assurance Agency for Higher Education (QAA), UK NARIC, Northern Universities Consortium for Credit Accumulation and Transfer (NUCCAT) and SEEC, the report provides an overview of the credit transfer and recognition landscape in the UK, as well as recommendations for effective practice. 

Organisation Registration System user manual

The Organisation Registration System user manual (1.14 MB) explains how to obtain your organisation's PIC number, which you must have before you submit your application, and how to use the Organisation Registration System.

Guide for widening participation

The European Commission published a guide for HEIs (2.74MB) on the inclusion of higher education students and staff with physical, mental or health-related conditions in the Erasmus+ programme. The guide includes information on promotion, student and staff selection, and monitoring and support. It will be useful for anyone involved in promoting and widening participation in Erasmus+ mobility Key Actions 103 and 107. The recommendations were written by a group of Erasmus+ National Agencies (NAs), representatives from higher education institutions (HEIs), practitioners, stakeholders and Erasmus+ participants. 

Stonewall has produced a guide: 'Studying Abroad - a guide to supporting LGBT students in higher education' (4 MB).


The European Credit Transfer and Accumulation System (ECTS) is a tool of the European Higher Education Area (EHEA) for making studies and courses more transparent and thus helping to enhance the quality of higher education. The European Commission's ECTS Users’ Guide offers guidelines for implementing ECTS and links to useful supporting documents. 


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).

The European Commission (EC) has confirmed that all current inter-institutional agreements signed between higher education institutions for student and staff mobilities under Key Action 103 and Key Action 107 projects, are valid until the end of those projects. This includes projects funded under the 2020 Call.

The 2014-2020 template for Inter-Institutional Agreements (IIA) is related to the current Erasmus+ programme. Therefore, if you participate as part of the 2020 call, the 2014-2020 IIA template should be used and will, by default, be valid until the end of the project, unless agreed differently with your partner institution(s).

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. 

2020/21 Forms

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

2. For student traineeships learning agreements (KA103 only):

Student Learning Agreement KA103 - traineeships (97 KB)

Guidance for Student Learning Agreement KA103 - traineeships (58 KB)

3. For student traineeships learning agreements (KA107 only):

Student Learning Agreement and Guidelines KA107 - traineeships (98 KB)

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

2019/20 Forms

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

2. For student traineeships learning agreements (KA103 only):

Student Learning Agreement KA103 - traineeships (97 KB)

Guidance for Student Learning Agreement KA103 - traineeships (58 KB)

3. For student traineeships learning agreements (KA107 only):

Student Learning Agreement and Guidelines KA107 - traineeships (98 KB)

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

You may find this summary of changes to the participant documentation (150 KB) helpful.

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.

2020/21 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):

2019/20 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):

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):

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)  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+ Programme offers an additional support fund that is paid in addition to the approved grant amount of your main project for participants who may have disabilities or other needs that result in other costs being incurred by the participant. It is designed to support students and staff with disabilities who are on the Erasmus+ programme at your institution. Higher Education Institutions (HEIs) 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 directly available for Key Action 103. For Key Action 107, the receiving HEI should ensure that any inbound or outbound student or staff participants considering participation in an Erasmus+ activity who have needs or requirements that would incur additional mobility costs are identified at the earliest possible opportunity. Once identified an evaluation should be made as to the extent of the additional funding required to support such a participant in their mobility. Where possible, existing budget within your awarded envelope for the receiving country in question should be utilised, if this is not possible then please contact the UK NA to discuss what further options may be available to you.

More information is available in the 2020 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

Further examples of commonly requested items are available in the Additional Support Application Form.

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 2018, 2019 and 2020 calls. If you would like to make an application, please read the guidelines in the Additional Support Application Form (96 KB). We can accept applications via email but not post due to the current ongoing Covid-19 epidemic. 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 (83 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) ran a project focussed on widening participation in outward mobility, producing a report analysing national mobility trends in the UK, and a toolkit of guidance for institutions across the European Higher Education Area (EHEA) to widen participation in their mobility programmes.

National Agency and EC forms

Exceptional costs for the Implementation of Virtual Mobility

Beneficiaries are allowed to transfer up to 10% of the funds from any budget category based on unit contributions to exceptional costs in order to cover costs related to buying and/or renting of equipment and/or services necessary for the implementation of virtual mobility activities due to COVID-19, even if no funds were initially allocated to the Exceptional Costs budget category. Any request to record exceptional costs associated with virtual mobility implementation must be reviewed and approved by the UK NA prior to being encoded in the MT+. Please complete and return the Exceptional Costs Virtual Mobility Implementation Higher Education form (68 KB) by emailing the team

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 (500 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 (54 KB) 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 Short Duration Request Form (367 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.  

Online Tools

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, such as the Mobility Tool+ quick start guide for Key Action 2 projects.

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.


Final reports

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.

Final Beneficiary Report Guidance

  1. Key Action 103 Higher Education Guide (835 KB) for Final Beneficiary Report for projects successful under the 2019 Call
  2. Key Action 107 Higher Education Guide (691 KB) for Final Beneficiary Report for projects successful under the 2019 Call


Higher education workshops

2020 online workshop webinar slides:

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. 

Editable Poster for Higher Education Co-ordinators

Download this A3 colour poster to promote Erasmus+ to students. You can customise the text to include contact details and/or information sessions, and then print copies.
The file is an Adobe PDF format. If you do not have access to Adobe PDF or compatible products, ask your institution’s marketing or graphic design team for support.
Download the customisable HE poster (2.22 MB).

Who should I contact?

Due to precautions taken at the UK National Agency offices in light of the Coronavirus (COVID-19) outbreak, please note the following interim update to the British Council helpline numbers. 

In the first instance, we would encourage you to send queries via email and a member of the National Agency team will respond.

If you have any questions about this activity, please contact the British Council by email or telephone on 0161 957 7755.