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Call for proposals

There is one annual possibility for submitting an International Credit Mobility proposal. The exact call and deadline are published by the European Commission in the fall semester for projects starting the succeeding academic year.

In order to prepare for a good project proposal and work towards a strong partnership, it is recommended to contact the Subsidy Advisor and start preparing the project in October/November.

Deadline

If you are interested in a project application under the 2019 Call, the following internal deadlines and procedures apply:

Deadline for expression of interest
25 November 2018
Results of the pre-selection
9 December 2018
Deadline submission 1st draft version
13 January 2019
Absolute deadline for final version
30 January 2019

The deadline to apply Leiden University’s application to the Dutch National Agency for Erasmus+ is 5 February 2019. The Leiden University 2019 application will be submitted by the subsidy advisor on 30 January 2019.

Application

The complete application procedure of the International Credit Mobility Program Call 2019 is as follows:

1. Submit an expression of interest

Deadline: 25 November 2018
Submit the template form ‘Expression of Interest ICM’ by email to the Subsidy Advisor. The form consists of 5 questions that will be assessed based on pre-set criteria displayed in the template form.

2. Internal selection (if applicable)

An internal selection will take place only in case multiple expressions of interest are received for exchange with the same partner country. The pre-selection is made by the International Relations Department in cooperation with the Regional Groups for China, Indonesia and Latin America & Caribbean for exchange projects seeking cooperation within these focus regions.

3. Results of the pre-selection

Deadline: 9 December 2018 at the latest
You will be informed about the results of the pre-selection of Expressions of Interest by the Subsidy Advisor no later than 9 December 2018. Only selected expressions of interest can be submitted under the final application to the Call 2019.

4. Submit a draft version of the Quality Questions

Deadline: 13 January 2019
If your project is selected for application under the Call 2019, you are asked to fill in the template form for project applications: the ‘Quality Questions’. The Subsidy Advisor will ask you to submit a 1st draft version of the ‘Quality Questions’ no later than 13 January 2019. First draft versions of the Quality Questions received later than 13 January 2019 cannot be guaranteed quality feedback or inclusion in Leiden University’s 2019 application.

5. Submit a final version of the Quality Questions

Deadline: 30 January 2019
Submit the final version of the ‘Quality Questions’ by email to the Subsidy Advisor. Project proposals received after the final deadline of 30 January, can no longer be included in the Leiden University application to the Dutch National Agency for Erasmus+.

The Subsidy Advisor will be available throughout the process to answer your questions and to provide feedback and input on your project proposal.

Preparation

After you have contacted the subsidy advisor, you can start with an inventory of why you would like to enter the project and the partnership: what is the rationale of your cooperation? Please make sure to inform your institute management and your international exchange coordinator. If there is a clear incentive for cooperation, you can start discussing with your partner about the tasks and responsibilities in the preparation, implementation and evaluation phases of the project. Please note that fine tuning the details of your cooperation takes time, especially because your partner may need more time to prepare and discuss than you had estimated. A good preparation is necessary to be able to fully use the funds when allocated.

Points to check with your partner before you enter the application process:

  • The mobility windows at both institutions involved: is and when is mobility possible? 
  • The level of the exchange you want to pursue: Bachelor, Master, PhD students or staff meets the call’s budget restrictions
  • The quality and language of the courses offered to exchange students.
  • Admission and/or course requirements that need to be met.
  • Recognition procedures of credits/courses/teaching/training.
  • The support available at both institutions.

Each project needs to draw a project proposal that answers all the above mentioned matters and more. There is a format for the project proposal: the Quality Questions document with 4 main topics included:

  • Relevance of the strategy
  • Quality of the cooperation arrangements
  • Quality of the project design and implementation
  • Impact and dissemination

Please make sure that information about all partners is equally included.

Award criteria

Each mobility project within the Leiden University application will be assessed separately by the National Agency for Erasmus+. Based on the assessment score of each project, a subsidy can be awarded or rejected. To be eligible for funding, project proposals must at least score 60 points in total, of which at least 15 points must be awarded to the ‘relevance of the strategy’. Project proposals must clearly explain how their mobility project meets the following assessment criteria:

Relevance of the strategy
30 points
The extent to which the planned mobility project is relevant to the internationalization strategy of the higher education institutions involved (both in the Programme and in the Partner country) and the rational for choosing staff and/ or student mobility.

Quality of the cooperation arrangements

30 points
The extent to which the applicant organization has previous experience of similar projects with higher institutions in the partner country and the clarity of the description of responsibilities, roles and tasks between partners. 

Quality of the activity design and implementation

20 points
The completeness and quality of arrangements for the selection of participants, the support provided to them and the recognition of their mobility period (in particular in the Partner country).

Impact and dissemination

20 points
The potential impact of the project on participants, beneficiaries, partner organizations, at local, regional and national levels and the quality of measures aimed at disseminating the results of the mobility project at faculty and institution levels, and beyond where applicable, in both the programme and partner countries.

Checklist for application

  • Is there support for this cooperation project from your institute and faculty?
  • Did you answer all quality questions and sub questions?
  • Did you identify  a clear rationale for cooperation: what would you like to achieve?
  • Is there a mobility window that suits the academic calendar of each institution?
  • Is there a good selection of English-taught courses available at each institution?
  • Do the course requirements meet the level of foreseen exchange students?
  • Is there a process in place to ensure students a quick approval of courses abroad?
  • What are your means to inform and select students/staff for this mobility?
  • Did you identify who supports the exchange students/staff within each partner institution?
  • Are all institutions equally represented?

Procedures after application

You will be notified about the result of your application by the Subsidy Advisor approximately 4 months after the application. If the subsidy has been awarded, Leiden University will sign a Grant Agreement with the National Agency for Erasmus+. Consequently, the partners of each awarded mobility project draw up and sign an ‘Inter-institutional Agreement’ with each other, laying down all principles and practical arrangements of the partnership. See the template document.

Regarding the further procedures on administration of the mobility, scholarship payment and admission to Leiden University, you will be notified by the service unit of Student and Educational Affairs.

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