Teaching and research in Europe

Information on the procedure

• Who may apply?

  Who may apply?

  • Professors and other members of academic staff with a valid contract of employment with the University
  • Persons teaching at the University based on contracts for services
  • Teaching associates of the University
• What are the requirements?

  Each teaching assignment must include at least eight teaching hours (teaching units) per week at the foreign university. The business trip generally lasts between one week (five working days plus one day for arrival and departure) and 14 days. The teaching assignment can only take place at one of our Erasmus+ partner universities. For possible partner universities, please contact the Erasmus+ coordinator of your department.

• What does the funding include?

  What does the funding include?

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

  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).

• How and where to apply?

  How and where to apply?

  Before applying, please discuss your intention with the Erasmus+ coordinator of your department who can also inform you about possible partner universities. Afterwards, you should submit the application for a grant 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?

  What does happen after the approval?

  Congratulations, the International Office send you the approval of the application for a grant! Now 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 (teaching assignment)
  • 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 (fare tickets, accommodation)
  • EU forms: Letter of Confirmation, report.
• Documents and deadlines

  Before the stay abroad

  Mobility Agreement (working plan)

  • governs the recognition of the work done abroad
  • must be signed by the guest university and FSU Jena
  • a copy must be submitted to the International Office, completely signed before departure
  • the original must be kept for any later changes
  • deadline: it must be discussed with specialist coordinators and drawn up before departure

  Grant Agreement

  • governs the way funding from the ERASMUS+ programme is shared between the employees and the FSU
  • the original must be signed and submitted to the International Office
  • deadline: before departure

  During the stay abroad

  Letter of Confirmation

  • confirms the duration of the stay and number of the teaching hours during the stay at the guest university
  • the original must be signed and submitted to the International Office
  • deadline: no later than four weeks after the return journey with a statement

  After the stay abroad

  Survey of the EU

  • Please complete the survey of the EU online! You will receive an automated e-mail requesting you to do this after the end of your stay abroad.
• Funding for staff with additional requirements

  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 your 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.
• Data Protection Information

  Data protection information for the processing of personal data within the Erasmus+ programme at the University of Jena

  By participating in the Erasmus+ programme and the associated Learning Agreement/Mobility Agreement (Staff) and by submitting your mobility data, you are transferring personal data to the Erasmus+ databases (Moveon, Beneficiary Module) and the International Office of the University of Jena. This data is processed in accordance with the data protection regulations of the European Commission and the General Data Protection Regulation (GDPR).

  1. Responsible body

  The body responsible for processing your data is:
  
  Friedrich Schiller University Jena
  represented by the President
  Fürstengraben 1, 07743 Jena
  Phone: +49 3641 9-401000
  Email: praesident@uni-jena.de

  Internal contact:

  Friedrich Schiller University Jena
  Information Security and Data Protection Unit
  Fürstengraben 1, 07743 Jena, Germany
  Email:  datenschutz@uni-jena.de
  Phone: +49-3641-9-401603

  2. Purpose of data collection

  The personal data collected will be used exclusively for the purpose of participating in the Erasmus+ programme, creating learning agreements/mobility agreements, managing mobility data and transferring it to the Erasmus+ database. This also includes communication with partner universities and the National Agency (NA DAAD).

  3. Legal basis for data processing

  The legal basis for processing your personal data in connection with your application and the selection process is your consent in accordance with Art. 6(1)(a) in fulfilment of the conditions set out in Art. 7 GDPR. Your participation is voluntary and you can withdraw your consent at any time. Please send your revocation by email to the International Office of the University of Jena at outgoing@uni-jena.de. Your application will then be deleted and will no longer be considered in the selection process. Admission to the programme will therefore not be possible.

  The legal basis for the processing of your personal data in the case of selection and funding in the programme is Art. 6 (1) (b) GDPR (performance of a contract, including pre-contractual measures). In this context, you are obliged to provide the personal data necessary for the performance of the contract. If you do not provide us with your data, you cannot participate in the programme.

  4. Transfer of data to third parties

  Your personal data will be transferred to the European Commission, the DAAD National Agency and the partner institutions where you will be studying abroad/completing your staff mobility as part of the Erasmus+ programme. The transfer will only take place to the extent necessary to implement the mobility and fulfil the Erasmus+ programme objectives.

  Use of third-party providers:
  The University of Jena uses the ‘MoveON’ database provided by QS UniSolution GmbH, Meitnerstr. 10, 70563 Stuttgart, as a processor in accordance with Art. 28 GDPR. Personal data will only be transferred to other third parties with the prior approval of the European Commission, as stipulated in the Erasmus+ programme guidelines. These can be viewed at the following link: European Commission privacy policyExternal link.

  5. Duration of data storage

  Personal data within the framework of the Erasmus+ programme will be stored for a period of ten years after completion of the stay abroad and then deleted. This complies with the European Commission's requirements for the storage of Erasmus+ participant data and Thuringian budgetary law.

  6. Your rights as a data subject

  Under the GDPR, you have the following rights:

  Right to access information about your personal data stored by us (Art. 15 GDPR).
  Right to rectification of inaccurate data (Art. 16 GDPR).
  Right to erasure or restriction of processing of your data, provided that the legal requirements are met (Art. 17, 18 GDPR).
  Right to object to the processing of your data (Art. 21 GDPR).
  Right to data portability if the data processing is based on your consent or a contract and is carried out automatically (Art. 20 GDPR).

  If you wish to exercise your rights, you can do so using the contact information above.

  You also have the right to lodge a complaint with a supervisory authority (Art. 77 GDPR) if you believe that the processing of your personal data by the University violates the provisions of the GDPR. To exercise your right to lodge a complaint, you can contact the supervisory authority responsible for the University of Jena (see section 8), for example.

  7. Notification of personal data breaches

  In the event of data breaches affecting your personal data that could pose a risk to you, a notification will be made to the supervisory authority responsible for the University of Jena in accordance with Art. 33 GDPR. In addition, the European Commission will be notified immediately in accordance with the guidelines of the Erasmus+ programme.

  8. Supervisory authority

  The competent supervisory authority for the University of Jena is:

  Thuringian State Commissioner for Data Protection and Freedom of Information (TLfDI)
  Address: Häßlerstraße 8, 99096 Erfurt
  Postal address: Postfach 90 04 55, 99107 Erfurt
  Telephone: +49 (361) 57-3112900
  Email: poststelle(at)datenschutz.thueringen.de
  Website: https://tlfdi.de/External link 

  9. Further information

  For further information on the processing of personal data in the Erasmus+ programme and your rights as a data subject, please visit the DAAD's official privacy policyExternal link.

  By submitting your application or using the MoveON online portal, you consent to the processing of your personal data as described here.

  For information on the processing of personal data via the University of Jena's websites, please also refer to the University of Jena's privacy policy de.