Erasmus+ Staff Mobility
What is the Erasmus+ Programme?
Erasmus+ is the European Union programme supporting education, training, youth and sport across Europe. It provides RSU students and staff with opportunities to study, undertake traineeships, or gain professional experience abroad. Traditionally, RSU participates in the Erasmus+ programme through international exchanges (mobility activities) and projects.
Erasmus+ Mobility Project
Erasmus+ mobility activities for RSU staff are implemented within the framework of a project funded by the European Commission and the Latvian government. Each year, the RSU International Relations Department (IRD) submits a project application, estimating the potential number of mobility activities. The project is evaluated and approved by the State Education Development Agency (VIAA).
Following the approval of the project, VIAA and RSU conclude two grant agreements covering the funding allocated by the European Commission and the Latvian government for the implementation of staff mobility activities. The project implementation period is two years.
- Which RSU staff activities are covered with the funding of the Erasmus+ programme?
Staff mobility for teaching – this type of mobility provides RSU teaching staff with an opportunity to visit a higher education institution abroad in a partner country (an RSU partner university) and teach at that institution. Teaching mobility can be undertaken in any field of study. The teaching mobility must include a minimum of 8 teaching hours.
Staff mobility for training – this type of mobility provides RSU staff with an opportunity to participate in professional development activities (excluding conferences), including training, job shadowing at a partner higher education institution abroad, or other relevant organisations.The maximum duration of mobility is 5 days of mobility activities (excluding travel days), while the minimum duration is 2 days of mobility activities (excluding travel days).
- Where (which countries) can RSU staff implement Erasmus+ mobilities in?
Teaching and staff training mobility is carried out in Erasmus+ Programme Countries:
- 27 EU Member States – Austria, Belgium, Bulgaria, Czechia, Denmark, France, Greece, Croatia, Estonia, Italy, Ireland, Cyprus, Latvia, Lithuania, Luxembourg, Malta, the Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Finland, Spain, Hungary, Germany, Sweden;
- European Economic Area (EEA) countries – Iceland, Norway, Liechtenstein;
- EU candidate countries – Türkiye, North Macedonia, Serbia.
- *Starting from the 2027/2028 academic year, the United Kingdom and Switzerland will also become Programme Countries.
- How to apply for an Erasmus+ mobility?
The International Relations Department (IRD) announces the call for applications for mobility activities once a year, at the beginning of the academic year (usually in mid-September). The application period is two weeks. Staff members must complete an online application form available on the RSU website.
Apply for mobility
Before submitting an application for mobility, the staff member must inform their immediate supervisor or head of the relevant department/unit of their intention and plans to participate in a mobility. The staff member must provide a clear justification for the need for the mobility and outline the expected benefits. The head of the department/unit must assess the justification and relevance of the proposed mobility.
- Selection Process
After the application deadline has passed, the International Relations Department (IRD) compiles the electronic application forms submitted by RSU staff and forwards the applications for evaluation to the Rector, Vice-Rector, or Chancellor, depending on the staff member’s reporting line.
The Rector/Vice-Rector/Chancellor, in cooperation with the Dean of the relevant faculty and/or the Head of the relevant department/unit, evaluates the applications and decides which mobility activities should be supported and forwarded for approval based on the following criteria:
Staff Mobility for Teaching:
- A maximum of two teaching mobility activities may be undertaken during one academic year;
- No more than two staff members from the same department/unit may participate simultaneously in the same teaching mobility activity (the same host organisation, period, or event);
- In the mobility application, the staff member must include specific activities and plans aimed at promoting cooperation between the University and the host organisation during the mobility period, in line with the “Internationalisation” strategic priority of the RSU Development Strategy 2022–2027.
Staff Mobility for Training:
- Mobility quotas are established for each department/unit;
- Priority is given to mobility activities related to academic work;
- Priority is given to staff members who have not participated in RSU staff mobility activities during the previous two years (i.e. those planning to participate in mobility for the first time);
- No more than two staff members from the same department/unit may participate simultaneously in the same staff training mobility activity (the same host organisation, period, or event);
- Priority is given to staff members who, in their mobility application, provide clearly justified ideas, specific activities, and plans aimed at promoting cooperation between the University and the host organisation during the mobility period, in line with the “Internationalisation” strategic priority of the RSU Development Strategy 2022–2027.
The conclusion of the Rector/Vice-Rector/Chancellor regarding the proposed mobility activities is forwarded by the IRD Erasmus+ Institutional Coordinator to the University Commission for the Evaluation of RSU Staff Participation in Erasmus+ Mobility Activities. The Commission makes a decision, through a competitive selection process, on whether to support or reject the RSU staff member’s mobility application.
The IRD announces the results of the competitive selection process for participation in exchange programmes to staff members electronically no later than one month after the application deadline.
- Preparing for Mobility
RSU staff members should prepare for their mobility activity well in advance and inform the International Relations Department (IRD) accordingly.
As mobility activities are coordinated with the host organisation, staff members are also responsible for arranging communication and document exchange with the host organisation where the mobility will take place.
In cooperation with the host organisation, the RSU staff member must obtain confirmation of the mobility and its dates from the host organisation no later than one month before the planned start of the mobility. The staff member sends this document to the IRD and their immediate supervisor, thereby informing the supervisor of the planned absence and agreeing on the dates of the mobility. The immediate supervisor discusses the mobility with the staff member, if necessary.
At the same time, the RSU staff member arranges for the Tripartite Agreement to be signed. The document must be signed by the staff member, their immediate supervisor, and the partner institution (host organisation). The signed document is then sent by the staff member to the IRD.
The IRD registers the planned mobility in the Beneficiary Module – the European Commission’s electronic platform for Erasmus+ reporting – and prepares the Financial Agreement for the provision of individual financial support, which is signed by the staff member and the Rector or their authorised representative (acting on behalf of the Rector during the period of substitution).
- Registering Mobility
The staff member’s mobility is arranged as a business trip abroad in accordance with RSU internal regulations. The International Relations Department (IRD) provides instructions and assistance with submitting the business trip request in the HOP system.
Once all the necessary documents have been completed and the business trip abroad has been submitted, RSU transfers the individual financial support specified in the mobility funding agreement to the staff member. Please note that the transfer of funds usually takes one business day.
As the staff member receives funding from European Commission funds, after the business trip has been approved in the HOP system:
- the staff member receives an email from the HOP system confirming the approval of the business trip;
- on the following day, the staff member contacts the travel agency/company with which RSU has concluded a contract or framework agreement;
- the travel agency issues an invoice to the RSU staff member, which the staff member pays using the individual financial support received.
Please note that the travel agency also receives a notification from the HOP system confirming the approval of the business trip. This information is normally received within 24 hours. We therefore recommend contacting the travel agency after the 24-hour period has elapsed (see the second bullet point above).
- Returning from Mobility
Upon returning from the mobility, the staff member must, within 30 days:
- prepare and submit the HOP international business trip report, including a justification of the benefits and relevance of the trip;
- complete the electronic report in the Beneficiary Module;
- submit the host organisation’s confirmation (Certificate of Attendance) to the International Relations Department (IRD) as proof of participation in the mobility activity.
- Partner Universities
An Erasmus+ staff mobility for teaching can only be carried out if:
- an Erasmus+ Inter-Institutional Agreement has been concluded between RSU and the host organisation;
the host organisation has been awarded the Erasmus Charter for Higher Education (ECHE).
An Erasmus+ staff mobility for training can take place either at an RSU partner higher education institution or at another eligible organisation. In this case, an inter-institutional agreement is not mandatory.
Higher education institutions with which RSU has concluded cooperation agreements*
Medicine and healthcare
Social sciences
*The process of concluding cooperation agreements is ongoing and may take considerable time due to the need to obtain all necessary approvals. Therefore, the list of partner higher education institutions mentioned above is regularly updated and may not include all current partner institutions.
If you cannot find your chosen host organisation (higher education institution) in the list of partner institutions, please contact us by email at erasmus
rsu[pnkts]lv. The responsible staff members of the International Relations Department (IRD) will verify the cooperation status and, if necessary, initiate the process of concluding a cooperation agreement.
