ERASMUS STAFF PLACEMENTS First year experiences at UCY

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ERASMUS STAFF PLACEMENTS First year experiences
at UCY

• ERACON Conference
• 8th-11th, May 2008, Lisbon

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ERASMUS STAFF PLACEMENTS First year
experiences at UCY
Decentralised Actions/ERASMUS Mobility for
teaching and other staff in HEIs and enterprises

• 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
• ScopeTo receive training

Principles to apply
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ERASMUS STAFF PLACEMENTS First year experiences
at UCY

• ERASMUS Outgoing Staff Placements at UCY
• Facts and Figures
• Funding available for 15 members of outgoing
  staff for 2007-2008/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.

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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).

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ERASMUS STAFF PLACEMENTS First year experiences
at UCY

• Deadlines for submission of applications
  Results
• 1st Deadline 25 January 2008- 6
  applications submitted, 5 approved
• 2nd Deadline 14 March 2008- 17
  applications submitted, 10 approved
• ERASMUS Grant up to 1000euros per participant
• Mobility to collaborating institutions in Greece,
  Italy, United Kingdom

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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

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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.

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ERASMUS STAFF PLACEMENTS First year experiences
at UCY

• 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

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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

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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.

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ERASMUS STAFF PLACEMENTS First year experiences
at UCY
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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 e-mail or by post).

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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.

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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

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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.

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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.

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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

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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!

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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).

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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.

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Work plan Template
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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 (www.eaec.eu.com), so as to
  facilitate mobility.
• -In addition, many other universities have
  published their proposed work plans on the above
  website after UCYs initiative.

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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.

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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.

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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.

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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

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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

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ERASMUS STAFF PLACEMENTS First year experiences
at UCY

• D. Conclusions
• Handling of requests is time consuming-too many
  hours on the phone and e-mails!
• 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!

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• THANK YOU !!
• Elena Avgoustidou-Kyriacou
• Senior University Officer
• International Relations Sector
• Research and International Relations Service
• e-mailavgoustidou.elena_at_ucy.ac.cy
• UCY websitewww.ucy.ac.cy