Digitalizing HEI within Erasmus and other mobility schemes

The main focus of it shall be the digitalization of various processes in particular, processes related to mobilities and study agenda not only in view of EWP (Erasmus Without Papers). We aim to share examples of good practices in terms of administrative and IT solutions.

The physical part of BIP will be held at the Faculty of Arts, Palacky University, Olomouc, Czech Republic between May 20th and May 24th, 2024. The virtual part will take place primarily during the physical mobility (to test the compatibility of our system and solve problems on spot). We would be delighted if you, or members of your administrative and IT staff would participate. We would like to create a mix of participants from various programme countries and universities of various kinds and sizes. We could test some practicalities on site.

• The participants need to take part in the physical mobility activity (5 days) and the virtual activity.
• Registration deadline April 28th, 2024. For registration and information email marie.sieberova@upol.cz. Your registration will be considered complete only after receiving your Mobility Agreement for Training. Results of the selection process will be communicated by April 30th, 2024.
• The sending institution will HAVE TO register the participants from their institution in the Beneficiary Module.
• If the sending institution won’t fund the participants mobility, they must choose to come on an Erasmus+ zero grant, and be registered in the Beneficiary Module as zero grant. In any case the participants must be registered in the BM! Institutional coordinators from the International Offices are familiar with this.

Costs:

• The hosting university (Palacký University Olomouc) coordinates the organization of the BIP and receives the organizational support.
• Travel and accommodation costs for participants are covered by their sending universities from their Erasmus+ funds (usually as a short-term training mobility within the KA 131). Accommodation book should be done by each participant on their own. We can offer help with booking a stay with a special discounted rate at OREA Hotel Arigone Olomouc. 
• The participants do not pay any participation fee.

Please contact the Institutional Erasmus Coordinator at the International Office (unless you are the institutional coordinator yourself) at your university as soon as possible, they will tell you how to apply for funding from the BIP/Erasmus+ programme of your home institution and they should help you with all the formalities. Please make sure that you book your plane/train/bus tickets for the whole event (5 days), not shorter.

Even though this may involve some paperwork both for you and for us, we hope it will make funding of your BIP participation easier for you and will allow all of us to benefit from a high-quality event.

Participants will, of course, receive all papers required by the Erasmus programme and a certificate proving their participation. At this point, it is important to negotiate with your Erasmus Institutional Coordinator in order to reserve finances (travel and subsistence) for your Olomouc stay as you must be financed through your sending institution.

We look forward to your participation in our BIP. If you have any questions, please do not hesitate to contact us.

Please let us know whether you are interested and how many colleagues would like to participate.