ERASMUS STAFF PLACEMENTS First year experiences at UCY ERACON Conference 8 th -11 th, May 2008, Lisbon

Duration of placements: 1-6 weeks Mobility to/from enterprises Scope: For seminars, workshops, courses, practical training, short secondments, etc. Mobility of administrative staff to another university Scope: For learning and transfer of good practice via short secondments, job shadowing, study visits, etc. Mobility of teaching staff to a partner institution Scope: To receive training Decentralised Actions/ERASMUS Mobility for teaching and other staff in HEIs and enterprises Principles to apply ERASMUS STAFF PLACEMENTS First year experiences at UCY

A.ERASMUS Outgoing Staff Placements at UCY Facts and Figures Funding available for 15 members of outgoing staff for /priority given to Administrative Staff. General policy on LLP/ERASMUS Staff Placements proposed by the International Relations Committee (in collaboration with RIRS) and approved by the Rectorate Council and the Senate.

ERASMUS STAFF PLACEMENTS First year experiences at UCY Announcements on procedures and deadlines sent to members of Administrative Staff by the Director of Administration and Finance. Administration and monitoring of the ERASMUS Outgoing Staff Placements Programme is done by the Research & International Relations Service (IR Sector-IR and Programmes Support Office).

ERASMUS STAFF PLACEMENTS First year experiences at UCY Deadlines for submission of applications & Results: 1 st Deadline: 25 January applications submitted, 5 approved 2 nd Deadline: 14 March applications submitted, 10 approved ERASMUS Grant: up to 1000euros per participant Mobility to collaborating institutions in Greece, Italy, United Kingdom

ERASMUS STAFF PLACEMENTS First year experiences at UCY Mobility of members of administrative staff from Services (eg.Research & IR Service, Human Resource Service, Technical Services, Information Systems Service, Library, Studies & Students Service, Financial Services), Departments (eg. Public & Business Administration, Engineering, Maths & Statistics) and Schools (eg. Philosophy, Social Sciences) Mobility of Senior University Officers, Univ. Officers, Secretaries, Librarians, Technicians

ERASMUS STAFF PLACEMENTS First year experiences at UCY Application Procedures Each member of administrative staff of UCY may apply for staff training. Administrative staff may work in a Service, Department or School. The interested member of staff must complete the relevant Application Form which comprises of 3 parts as shown in the next slides.

Application Form/Part A includes: Info on sending and receiving institutions, personal data of interested member of staff, approval of Head of Service/ Department/ School ERASMUS STAFF PLACEMENTS First year experiences at UCY

Application Form/Part B1 includes info on: Duration of required training (5 working days), specific days of visit, objectives of the training, details of the work plan, language of communication

ERASMUS STAFF PLACEMENTS First year experiences at UCY Application Form/ Part B2: Shows the commitment of the parties involved to accept the conditions mentioned in Parts A and B1 of the Application Form, i.e. the member of staff to take part in the ERASMUS Placement, the signatory persons and institutional coordinators of sending and receiving institutions sign Part B2.

ERASMUS STAFF PLACEMENTS First year experiences at UCY

Submission and Selection Procedures Interested members of staff complete Part A and Part B1 (some part) of the application form and get approval by the Service/ Department/School they work in. They contact the receiving institution regarding the content of the work plan (mentioned in Part B1 of the AF) and obtain a written approval of the application for a training placement (either via or by post).

ERASMUS STAFF PLACEMENTS First year experiences at UCY After the set deadline expires the Application documents (Parts A and B1 and written approvals by receiving institutions) are submitted to the Managerial Board of Administrative Services of the University of Cyprus, which is the body responsible for handling the LLP/Erasmus Staff Training applications and selecting the members of administrative staff to take part in the programme.

ERASMUS STAFF PLACEMENTS First year experiences at UCY The Managerial Board then approves or rejects the applications based mainly on the following criteria: -previous participation in the programme (if any)/priority is given to members of staff that have submitted an application for the first time -content and usefulness of the work programme -participation of members of staff from as many Services/Depts/ Schools as possible -priority is given to permanent members of staff

ERASMUS STAFF PLACEMENTS First year experiences at UCY All interested members of staff are informed by the Research and International Relations Service (RIRS) regarding the final selection. The RIRS informs the International Relations Committee on the final selection list. Approved members of staff should proceed to finalize their work programme by contacting the receiving institution, so as to get the necessary signatures as the final approval on Part B2 of the Application Form.

ERASMUS STAFF PLACEMENTS First year experiences at UCY Members of staff should then proceed to make the necessary travel arrangements and as time approaches for the visit they sign the financial contract for the Erasmus grant and are given instructions by the IR and Programmes Support Office (RIRS), regarding the certificates and other documents required after their return at UCY. Payment of the grant is given to the beneficiary upon return after the submission of the necessary documentation.

ERASMUS STAFF PLACEMENTS First year experiences at UCY B. ERASMUS Incoming Staff Placements at UCY Facts and Figures No of realized staff training visits: 8 No of staff training visits to be realized: 6 No of staff training visits under consideration (no ERASMUS Bilateral Agreements): 3 No of staff training visits not yet approved: 3 TOTAL No: 21

ERASMUS STAFF PLACEMENTS First year experiences at UCY Mobility from collaborating institutions in Greece, Czech Republic, Portugal, Latvia, Estonia, Slovak Republic, Poland. Mobility of members of administrative staff from Services (eg. Research & IR, Human Resource Services, Rectorate, Information Systems Service) and Departments (eg. Mathematics, Engineering). ERASMUS grant is given by home institution. No payment of fees at host institution!

ERASMUS STAFF PLACEMENTS First year experiences at UCY Administration and monitoring of the ERASMUS Incoming Staff Placements Programme is done by the Research & International Relations Service (IR Sector-IR and Programmes Support Office).

ERASMUS STAFF PLACEMENTS First year experiences at UCY Application Procedures Members of staff from other institutions wishing to visit the University of Cyprus should: Check whether an ERASMUS Bilateral Agreement is signed with UCY and if yes request a provision for staff training placement to be included in it. Submit a 5-day work/training programme as shown in the next slide.

Work plan Template

ERASMUS STAFF PLACEMENTS First year experiences at UCY Please note that: -UCY has established 5-day work plans for ERASMUS incoming staff placements. -Many of these work plans are published on the EAEC website ( so as to facilitate mobility. -In addition, many other universities have published their proposed work plans on the above website after UCYs initiative.

ERASMUS STAFF PLACEMENTS First year experiences at UCY Finally, incoming members of staff should contact the Research and International Relations Service (IR and Programmes Support Office), making a request for a specific training visit at specific post stating the proposed dates of the visit and submitting a 5-day work plan.

ERASMUS STAFF PLACEMENTS First year experiences at UCY Submission and Selection Procedures The RIRS contacts the relevant Service/Department/School to forward the submitted request for approval. If the request is initially approved the interested staff member is asked to submit an official application. The relevant UCY Service/Department/School will then fill in the required work plan for the interested staff member.

ERASMUS STAFF PLACEMENTS First year experiences at UCY Signed application documents are then returned to the interested member of staff as well as information regarding accommodation, university facilities provided and any other information is requested.

ERASMUS STAFF PLACEMENTS First year experiences at UCY C. Staff Placements: What are the benefits? Promotion of cooperation in administrative matters between collaborating institutions Creation of opportunities for less mobile members of administrative staff to go abroad Networking Acquiring new partners Strengthening relationships with existing partners

ERASMUS STAFF PLACEMENTS First year experiences at UCY Exchange of information and know-how Transfer of knowledge Transfer of good practices On the job training

ERASMUS STAFF PLACEMENTS First year experiences at UCY D. Conclusions Handling of requests is time consuming-too many hours on the phone and s! Workload has increased substantially (new procedures, forms etc). Exciting UCY and incoming staff! Opportunity to meet colleagues from abroad. Very promising programme-opens new horizons for the administrative staff!

THANK YOU !! Elena Avgoustidou-Kyriacou Senior University Officer International Relations Sector Research and International Relations Service UCY website: