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.
Following recent events, 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.
The Key Action 103 Operational Handbook 2016 (version 2) (807 KB) is 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 Operational Handbook 2015 (782 KB).
The Key Action 203 Operational Handbook 2016 (1.29 MB) is available for those involved in higher education strategic partnership projects.
Please review the Programme Guide for full details of how to run your Erasmus+ project.
Info pack for new coordinators
This Information Pack for New Coordinators (371 KB) includes information on the key milestones of the project lifecycle for Erasmus+ grants to give you an indication of when important activities generally take place. The guide contains useful links which will also be helpful for the more experienced coordinators.
ICM Quick Reference Guide
The European Commission has updated its Quick Reference Guide for Partner Country HEIs (494 KB) selected for ICM projects. This useful guide will provide partner institutions with basic information on the key documents, rules, guidelines and next steps.
Participant Portal user manual
This document explains how to obtain your organisation's PIC number, which you must have before you submit your application, and how to use the Participant Portal.
Final Beneficiary Report Guidance
Guide for widening participation
In July 2016 the European Commission published a guide for HEIs 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 and 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.
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.
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)
HEIs must issue each student with the 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.
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. However, the UK National Agency(NA) has a Director’s Exception in place allowing the Learning Agreement to be signed up to one month after the start of the mobility if it is impossible to complete this earlier.
For student study learning agreements (same form applies for KA103 and KA107):
- Student Learning Agreement - studies (101 KB)
- Guidance for Student Learning Agreement - studies (72 KB)
For student traineeships learning agreements (KA103 only):
- Student Learning Agreement - traineeships (98 KB)
- Guidance for Student Learning Agreement - traineeships (57 KB)
For staff mobility agreements (same form applies for KA103 and KA107):
- Student Learning Agreement - studies
- Guidance for Learning Agreement - studies
- Student Learning Agreement - traineeships
- Guidance for Learning Agreement - traineeships
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.
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.
For students and staff for Key Action 1 – Mobility between Programme Countries projects (KA103):
- Student Grant Agreement studies and traineeships KA 103 (69 KB)
- Staff Grant Agreement for teaching and training KA 103 (66 KB)
For students and staff for Key Action 1 – Mobility between Programme and Partner Countries projects (KA107):
- Student Grant Agreement studies KA107 (75 KB)
- Staff Grant Agreement teaching and training KA 107 (75 KB)
For students and staff for Key Action 1 – Mobility between Programme Countries projects (KA103):
For students and staff for 2015/16 Key Action 1 – Mobility between Programme and Partner Countries (International credit mobility KA107):
The participant Grant Agreements provide the minimum text issued by the European Commission (EC). Institutions cannot remove text, unless it is highlighted blue or yellow, but institutions can add clauses and texts if necessary.
This 15-page document (600 KB) from the EC on amendments to the beneficiary grant agreement 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 special needs grant is an additional support fund, supporting special need / disability students who are on the Erasmus+ programme at your institution. We assess each application based on the student’s requirements and certain other criteria; funding cannot be guaranteed.
If you would like to make a 2016_17 Special Needs Support Application (89 KB) for any of your students, please read the guidelines in the application form with your student to check they meet all the requirements before you apply on their behalf. Once you are sure that you have everything completed correctly email us a scanned copy of your application with all supporting documents. We can then review these documents before you post them. The application should be submitted a few months in advance of the student going away on their placement.
This information below is set out in the special needs application form but ensure you have:
- the application completed in full and signed by both the student and staff lead;
- a letter from the student doctor /hospital;
- a letter from the host institution, confirming they are able to support and accommodate the student;
- a letter from your institution, informing us of your student’s level of disability and additional requirements.
You can still access the 2015_16 Special Needs Support Application (88 KB) form.
"Recommendations on the inclusion of HE students and staff with physical, mental or health-related conditions in Erasmus+" (3 MB) is an extremely useful document from the European Commission with key recommendations. HEIs may also find the Association for Higher Education Access and Disability's (AHEAD) document on 'A Guide to Disclosure' informative.
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 EC 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 2016_17 Short Duration Request Form (58 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.
The 2015-16 short duration request form can still be downloaded.
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 (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 now available, free of charge, to around 100,000 refugees over the next three years. 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.
Institutions are required to undertake reporting on their mobility and partnership projects using the EC's online management and reporting system, ‘Mobility Tool+’. You can download our Mobility Tool+ guide - version 3 (3.52 MB) which provides information on how to use the tool and includes helpful pointers and links to support you throughout the project management and reporting process. Further assistance for higher education mobility (Key Action 1) projects (404 KB) is also available to download. The EC has created a data dictionary (693 KB) for those that use the importing function of the Mobility Tool+.
The distance calculator is designed for organisations taking part in the Erasmus+ Programme to calculate travel distances for grant support to individuals.
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.
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. The platform will also allow organisers to get feedback from the participants at their events.
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.
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. You can view the 2014 KA1 Draft Beneficiary Report Form (662 KB) for illustrative purposes only, final reports will be completed via the Mobility Tool+. We have produced the 2014 KA1 HE Final Beneficiary Report Guidance document (615 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. For 16 month projects, the deadline is the 27 November 2015 and for 24 month projects, the deadline is 29 July 2016. 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 2016 we held four workshops across the UK - in Belfast, Cardiff, Edinburgh and London - for higher education Erasmus+ coordinators. These events covered topics such as the details of your grant management, compliance and Erasmus+ facts and figures and provided an opportunity for coordinators to ask questions to the National Agency and network with colleagues from the sector. A copy of the presentation can be downloaded:
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.
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) is a dissemination platform developed by the European Commission for Erasmus+. It offers a comprehensive overview of projects funded under the programme and highlights best practices. The platform serves as a useful tool in disseminating the outcomes of your project and makes available any tangible resources, products, deliverables and outputs which have resulted from funded projects.
What do I need to use the platform for?
Erasmus+ beneficiaries can do the following actions:
- Upload results, website information and add a logo to your project
- Edit personal contact data for the project co-ordinator and partners
- Submit your uploaded content for review by the National Agency
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.