Teaching worldwide

Erasmus ICM STA teaching mobilities, funded through the University of Jena, are aimed at:

• Lecturers and professors with a contract at the University of Jena
• Research assistants at the University of Jena

A teaching assignment must comprise at least eight teaching hours per working week (i.e. 5 working days) at the partner institution.

• The teaching assignment can only take place at an Erasmus ICM partner university of the University of Jena with which a corresponding Erasmus agreement exists. The teaching staff involved in the annual Erasmus application are informed about the approved funds.
• Duration of the trip: usually one week (5 working days plus 1 day for arrival and departure) up to a maximum of 14 days.
• Travel expenses are reimbursed in accordance with the Thuringian Travel Expenses Act.

• Travel expenses (2nd class)
• Accommodation (see the Office for Travel Expense’s catalogue of foreign cities in Hanfried)

based on the Thuringian Travel Expenses Act (‘Thüringer Reisekostengesetz’)

Expressions of interest and applications for funding for STA mobilities should be submitted via the departments involved in the Erasmus ICM projects (see the ‘Partner Universities’ tab).

Teachers involved in the Erasmus ICM application then forward eligible planned STA trips to the International Office via email (including the name of the traveller, the planned period and a copy of the Thoska card to verify their employee status):

• International Office
  Franziska Bröckl
  Email: erasmusplus@uni-jena.de

Deadline: ongoing (approval depending on available funds), but at least 1-2 months before the start of mobility.

Does your institute already have an exciting exchange programme with a partner university outside Europe, but has not yet applied for Erasmus ICM funding? For information on how to apply and the applicable deadlines, please contact:

• International Office
  Anne Poser
  Email: agreements@uni-jena.de

Once you have received confirmation of your nomination from the International Office, you can make all the necessary preparations in terms of content and organisation. These include:

• Agreeing on the dates and scope of the working visit
• Coordinating with the institutions you wish to visit
• Drawing up the mobility agreement (teaching assignment)
• Preparation of teaching materials
• Applying for a business trip in SAP Fiori
• Booking a trip in a travel agency or online.

Please note the information and travel guidelines provided by the Office for Travel Expenses

Before the start of the mobility period, the following documents must be submitted to the International Office:

• Mobility Agreement (fully signed)
• Grant Agreement (available from the International Office).

During the mobility period, please obtain confirmation of your attendance from the International Office of the host university:

• Letter of confirmation (available from the International Office)

After the end of the mobility, please submit the following documents to the International Office:

• Complete travel expense report with original receipts after entering the information in SAP Fiori
• Forms: Letter of confirmation
• Optional: Short report on your stay abroad

EU survey (participant report)
After completing your trip, you will receive an automatically generated email from the EU asking you to fill out the EU participant report. Please fill out this report immediately. It is part of the mandatory Erasmus formalities

Armenia

• Yerevan State University (Political Science/Eastern Europe, Biology, Law)
• State W. Bryusov University (German as a Foreign/Second Language)

Bosnia

• University of Zenica (German as a Foreign/Second Language)
• University of Sarajevo (German as a Foreign/Second Language)
• Obala Sarajevo (Center for Teacher Education and Educational Research)

Cameroon

• Université Yaoundé I (Intercultural Business Communication)

Canada

• University of Northern British Columbia (English Studies)
• University of Montreal (Molecular Medicine)
• Université du Québec à Montréal (UQAM) (Intercultural Business Communication)

Egypt

• Tanta University (Mathematics, Computer Science)
• Ain Shams University (Mathematics, Computer Science)

Georgia

• Ivane Javakhishvili Tbilisi State University (Political Science/Eastern Europe Studies, Center for Teacher Education and Educational Research, Ancient History, Theology, Medicine)
• Ilia State University (German as a Foreign/Second Language, Center for Teacher Education and Educational Research, Law)
• Batumi Shota Rustaveli State University (Ancient History)

Iraq

• Salahaddin University-Erbil (SUE) (German as a Foreign/Second Language)

Israel

• Hebrew University of Jerusalem (Economic Geography, Center for Teacher Education and Educational Research)
• University of Haifa (Political Science, Life Sciences)
• Ben-Gurion University of the Negev (Theology)
• Technion (Photonics)
• Tel Aviv University (Theology)

Jordan

• German Jordanian University (Oriental Studies, Intercultural Business Communication, Theology, Arabic Studies)
• Yarmouk University (Religious Education)

Moldova

• Moldova State University (German as a Foreign/Second Language, Prehistoric and Early History, Eastern Europe Studies/Romanian Studies)

Morocco

• University Mohammed V in Rabat (Biology)

Nigeria

• University of Lagos (Biology)
• Obafemi Awolowo University (Intercultural Business Communication)
• University of Ilorin (Intercultural Business Communication)
• University of Jos (Chemistry)

Oman

• Sultan Qaboos University (Arabic Studies)

Senegal

• Université Cheikh Anta Diop (UCAD) (Intercultural Business Communication)

South Africa

• Stellenbosch University (Economic Policy, Economics, Geography)
• University of the Witwatersrand (Political Science)

Tunisia

• Université de Tunis El Manar (Oriental Studies, Intercultural Business Communication, Theology, Arabic Studies)

Ukraine

• Kiev Polytechnic Institute (Eastern Europe, Political Science)
• Kyiv-Mohyla Academy (Political Science/Eastern Europe Studies)
• Chernivtsi National University (Eastern Europe Studies, Political Science)
• Ivan Franko National University of Lviv (German as a Foreign/Second Language, Geology)
• V. N. Karazin Kharkiv National University (German as a Foreign/Second Language)
• National Taras Shevchenko University of Kyiv (German as a Foreign/Second Language)
• Bohdan Khmelnytsky National University of Cherkasy (German as a Foreign/Second Language)

USA

• University of Rhode Island (Political Science)
• University of Arizona (Physics)
• Bloomsburg University of Pennsylvania (Economics)

Zambia

• University of Zambia, Lusaka (Chemistry)

Before your stay abroad

Mobility Agreement 

• this agreement sets out the work programme to be completed abroad
• must be signed digitally by the participant, the host university and the University of Jena.
• deadline: before departure

Grant Agreement

• regulates funding from the Erasmus ICM programme between the employee and the University of Jena
• digital signature of the participant and International Office required
• Deadline: before departure

During the stay abroad

Letter of Confirmation

• confirms your stay at the host university.
• submit the signed letter to the International Office.
• Deadline: no later than 4 weeks after your return, together with your travel expense report

After the stay abroad

EU participant survey

• Please complete the EU survey online! You will receive an automated reminder via email after your stay abroad has ended.

Language preparation may also be necessary for a stay abroad. The Language Centre at the University of Jena therefore offers preparatory courses in a wide range of languages for staff members. Sometimes it is also possible to take a language course at the host university.

Preparatory courses at the Language Centre

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.

• Stays abroad for German and foreign academics, students, and graduates.

Participants from our university:

• reimbursement of travel expenses (as defined in the Thuringian Travel Expenses Act)

Participants from other universities:

• reimbursement of travel expenses related to your stay in Jena (i.e. lump sums granted by the DAAD)

When does the participating departments receive their funds?

Every year, all departments participating in the funding programme receive a notification stating a fixed amount based on their application as at March 2016.

This website will provide you with support with the complete administration of the programme – all the necessary forms can be found at the end of the page. Please ensure that the deadlines are observed!

Does your guest require an invitation letter?

Please use a template below (“Downloads”), adjust the information accordingly, and send the final version of the invitation letter (including the stamp of the institute and signature) directly to your guest.

Do you need an account assignment for the travel agency/for the business trip request in QUISRKA web portal?

Please give us the details of the business trip planned. We will send you a booking form with all the necessary details for the account assignment.

You must book a business trip yourself. After the end of the business trip, you must enter the missing data into QUISRKA web portal and submit a printed travel expenses form to the International Office, including the receipts and the complete account assignment form (“Buchungsbegleitschein”).

How does visiting scientist or scholars on a short-term stay in Jena receive their costs reimbursed?

Your guests must submit the form “Abruf_Aufenthaltskosten.pdf”. The International Office then issues the account assignment form and send it to the Division for Finances. As a host department, you will then be informed about the next possible date on which your guest can collect the cheque at the Division for Finances (Please refer to the circular letter from the Division for Finances on issuing cheques from 11 January 2018.)

A doctoral candidate is coming to your department for three months. How can the quest receive a scholarship?

The scholarship holder must submit the form “Abruf_Stipendium.pdf”. The International Office then issues the account assignment form and send it to the Division for Finances. As a host department, you will then be informed about the next possible date on which your guest can collect the cheque at the Division for Finances (Please refer to the circular letter from the Division for Finances on issuing cheques from 11 January 2018.)

What are the deadlines for the submission of applications/request forms mentioned above?

Please submit the applications to the International Office by the closing date of the call for applications (refer to your yearly notification of funds granted). If your guest should arrive earlier, the application must be submitted to the International Office at least 14 days before the arrival to prepare the cheque in time. If the application is submitted later, we cannot guarantee the cheque being issued at short notice.

Final report

Please write a mandatory report on the mobility completed. We recommend you to schedule the time for completing the report together with your guest/your scholarship holder, as far as possible, together with the colleague(s) at the partner university.

Do you want to propose a new project with one of the partner universities above? Please do not hesitate to contact the International Office that reviews all new project proposals annually.

Please use the project application form below.

Have there been any changes to the project proposed, for example, related to the measures planned or finances? Please inform us in good time, so that we can adjust the funds available (e.g. increased or reduced demand).

•  Departments: Invitation template
• Before the planned mobility: Call for costs of the stay
• After the end of the mobility: Final report incoming (guests)
• For information: DAAD leaflet
• Departments: Project application
• Before the planned mobility: Call for the scholarship
• After the end of the mobility: Final report outgoing (FSU travellers)