Information for coordinators
How to participate in Erasmus+?
Erasmus+ activities are carried out based on inter-institutional agreements between specific workplaces (departments, institutes) of partner institutions. Inter-institutional agreements set out the number of students and academics or other staff that the two institutions plan to exchange every year, the duration of their mobility at the receiving institution, and the subject area of the study/training mobility.
Where the partner is not an HEI, an inter-institutional agreement is not required – for example student traineeships or staff training in companies.
Although agreements may be entered into at any time, grants are awarded only to activities that are covered by agreements, whose accurate scans will be submitted to the institutional Erasmus+ coordinator by 1 February of the year in which the activity is to launch.
How to enter into a new inter-institutional agreement
While at the UP, inter-institutional agreements are concluded by a department/institute and signed by Dean of the relevant faculty on behalf of the university, the policies of foreign HEI vary (rector, vice-rector, dean, institutional Erasmus coordinator).
Prior to signing an agreement, it is necessary to check whether the partner institution holds the Erasmus University Charter. If in doubt, please refer to the institutional coordinator, Yvona Vyhnánková, UP IRO.
For the inter-institutional agreement template, please see Inter-institutional Agreement Programme Countries. Section Documents for coordinators includes the subject area code lists and other data required for the agreement. You can also use the forms of the partner institution, which should contain at least the same data as the UP form.
Mobility conditions are typically arranged by a specific academic employee of the department/institute, who then supervises the activities covered by the agreement. Prior to signing an agreement, the following needs to be arranged with the partner institution:
- Number of exchanged students/staff
- Duration of their mobilities (depending on the duration of the semester or another academic term)
- Subject area and content of studies (available courses, language of instruction etc.) or teaching
- Other conditions of student and staff mobilities (accommodation, services, costs)
Should you have any questions when drafting the agreement, please contact UP IRO, Yvona Vyhnánková.
Renewal of current agreements:
Every year by 1 February, agreements must be renewed (if they are expiring) or confirmed to continue to cover the next academic year. The UP IRO must be always notified.
Administration of student mobility
An online application developed by the UP Computer Centre in collaboration with the UP IRO, is used for the administration of Erasmus+ mobilities for UP students. The application is available at www.mobility.upol.cz. The introduction page includes instructions how to use the app.
The app serves for the registration of bilateral agreements, administration of student mobility tenders, and registration of mobilities, including their registration in IS STAG.
All UP students and staff can access the app after logging in using the same log-in data as for the UP Portal. The availability of the app functionalities depends on the assigned role. Every administrator – Erasmus+ coordinator at the faculty or department level, must be trained to use the app. The training is run by the UP Computer Centre.
Contact person:
Mgr. Tomáš Babůrek
E-mail: tomas.baburek@upol.cz
Telephone: 585 631 839

Services provided by UP Internal Relations to Erasmus+ participants
The UP IRO administers the Erasmus+ programme and provides participants with services in the following areas in particular:
Incoming students:
- Application processing - the IRO ensures the confirmation of admission by department, consults the proposed study plan with the department, submits the confirmation of admission to the student.
- Provision of Accommodation at halls of residence.
- Issuance of student ID card.
- Organization of the welcome week prior to every semester.
- Fostering of the student’s communication with the receiving department.
- In case of problems, IRO provides mediation between the student and the UP and/or the Centre for Accommodation and Dining (SKaM).
Outgoing students:
- Information about studies/traineeships abroad in the form of one-on-one consultations or briefing sessions for interested parties at faculties/departments.
- Information about partner institutions. Access to the catalogues of partner universities and the final reports of those who completed study mobilities and traineeships.
- Information about the steps made to secure a study mobility/traineeship.
- Contact between the student and the partner institution.
- Grant award and payment.
Academic employees, staff:
- Information about the range of activities in the programme.
- Aid in the drafting and entering into bilateral agreements including assistance with finding partners.
- Administrative support for departmental activities.