Professional training in Europe

All staff members of the University.

• International Office
• Academic advisory service/ course management
• Public relations work
• Continuing education
• Research transfer
• Division for Finances
• Library
• Departments and administrative assistants
• Technical staff
• Divisions

In order to receive a grant for your stay abroad, you must meet these additional requirements:

• Prepare a Mobility Agreement before your stay abroad.
• Your stay abroad must be at one of our Erasmus partner universites; Alternatively you must participate in a staff training week or a language course.
• Your stay must last between 5 and 14 days.

As a participant, your costs are reimbursed in accordance with the lump sums granted by the DAAD [pdf 89KB]External link .

PLEASE NOTE

The travel expenses are reimbursed in accordance with the Thuringian Act on Travel Expenses. Funding is provided to cover the full travel expenses, including the costs for journey and accommodation; participants also receive the subsistence allowance (depending on the country allowance, 75%).

How and where to apply?

Before applying, please discuss your intention with your supervisor. Provided the approval, you should submit the application for a grant to the International Office. Applications can be submitted continuously for the current academic year. Please use the form at the end of the page (“Downloads”).

At the same time, please also submit the Professional Traning Request de (“Fortbildungsantrag”) to the Division for Human Resources or to your Dean’s Office, accordingly. Please submit the approval/rejection to the International Office.

Documents to be submitted

• application form (see below)
• curriculum vitae (see: https://europass.cedefop.europa.eu/de/documents/curriculum-vitaeExternal link)
• a scanned copy of passport/ ID card
• motivation letter
• proof of employee status (e.g. copy of thoska card)

Please submit your documents to:

International Office
Mrs Jana Blumenstein
Fürstengraben 1, UHG
07743 Jena

E-mail: outgoing@uni-jena.de

What does happen after the approval?

Congratulations, your application for a grant has been approved! Now, you must send it to the Staff Development deparment, including the completed Professional Training Request, via your supervisor/Dean’s Office. From here, you will receive your final approval for your stay abroad.

Having received both approvals, you can focus on the practical organization of your stay abroad. These include:

• arranging the date and scope of your stay
• arranging activities with the institutions you want to visit
• preparing the Mobility Agreement (work plan)
• requesting an approval for a business trip (QISRKAExternal link)
• booking a trip in a travel agency or online.

Do you need further information on business trips? Please contact the Office for Travel Expenses de.

Before the start of the mobility, you must submit the following documents to the International Office:

• Mobility Agreement (signed)
• Grant Agreement (you will receive it from the International Office).

After the end of the mobility, please submit the following documents to the International Office:

• complete travel expenses statement with original receipts (after entering the data in QUISRKA portal)
• EU forms: Letter of Confirmation, report.

Staff Training Week

The Erasmus+ partner universities regularly organize staff training weeks for staff from various fields. The working language on the spot is generally English. For latest announcements, please visit the official EU websiteExternal link and the website of the International Office.

Documents and deadlines

Before the stay abroad

Mobility Agreement (work plan)

• defines the recognition of the work done abroad.
• must be signed by the host university and the University.
• a copy (completely signed) must be submitted to the International Office. Save the original in case of any changes.

Deadline: please contact your subject-specific coordinator.

Grant Agreement

• defines the funding formalities of the ERASMUS+ programme between the employee and the University.

Please sign the original and submit it to the International Office.

During the stay abroad                                   

Letter of Confirmation

• defines the duration of the stay at the host university.

Please sign the original and submit it to the International Office.

Deadline: no later than 4 weeks after the return journey, including the expenses statement.

After the stay abroad

EU survey

• Please complete the survey of the EU online. You will receive an e-mail notification after the end of your stay abroad.

We are committed to make stays abroad accessible to all – whether you cannot leave your child alone during your stay abroad or you can only travel in a wheelchair. Upon formal request, staff with additional requirements can receive funding which exceeds the DAAD lump sum (see above). Please take a look at two examples.

Example 1

You are a single parent and would like to take part in a stay abroad, however, you cannot leave you child home alone.

• For any additional costs caused by travelling with your child (accomodation, journey, childcare costs), you can apply for a subsidy.

Example 2

You can only travel using a wheelchair and need additional measures to be able to reach the preferred host university.

• Any additional expenses caused by the stay abroad, which are not covered by national bodies (e.g. health insurance companies, social welfare offices), can be covered by subsidy. Please submit the application to the DAAD at least 2 months before the trip.
• For application form, please contact the International Office