Process and documents
Application deadlines
January 15 for the following summer semester (stays from April to September)
July 15 for the following winter semester (stays from October to March)
Applications after the application deadline are possible depending on the availability of funds. If more applications are received than funds are available, the International Office will make a selection based on the conditions of participation.
1. Before your stay abroad
As part of Erasmus+ staff mobility, we ask you to submit the following documents to our International Office at least four weeks before the start of your stay. We can only conclude a scholarship agreement with you once we have received all the necessary documents.
The application form refers exclusively to Erasmus+ funding from h_da. Please register/apply separately with the host institution for the continuing education/training measures you would like to participate in as part of your Erasmus+ stay as soon as you have received confirmation of funding from Erasmus+.
Please complete the application form by the above-mentioned application deadlines.
Application forms received after the deadlines will be approved according to their date of receipt and the Erasmus+ funds still available.
Once we have received your application form, we will process your application and check the eligibility of your project. You will receive a response within 6 weeks of the application deadline.
If you receive an Erasmus+ grant approval from us, you can submit an application for approval of a business trip abroad.
The latest template for the business trip application can be found in the IMS. Fill out the business trip application, enter “Erasmus+” under “5. voraussichtliche Kosten / Kostenübernahme” in the “Finanzierung erfolgt über die Kostenstelle” field, sign the business trip application, and have it signed by the department head / dean.
When applying for approval of the business trip, the waiver declaration and an invitation/confirmation from the host institution must also be enclosed.
With the waiver declaration, you waive your right to travel expense reimbursement under the Hessian Travel Expense Act (HRKG) in accordance with § 4 (6) HRKG. Since you receive the mobility grant in the form of unit costs by applying for Erasmus+ funding, no reimbursement can be made in accordance with the HRKG. With this funding method, there may be positive differences between the costs incurred and the lump sums received, which you must pay tax on yourself. Further information on the mobility grant can be found under Finances.
You must now submit the following by email to the travel office (Reisestelle):
- Business trip application (signed by you and your supervisor)
- Erasmus+ funding confirmation (issued by the International Office)
- Waiver declaration (signed by you)
- Invitation/confirmation of the host institution (if already available)
Once your business trip application has been approved by the president, please e-mail us the approved business trip application, the waiver declaration, and the invitation/confirmation of the host institution.
If you would like to apply for additional funding for travel days for your outward and return journey, please also submit one of the following documents:
- for climate-friendly travel by bus, train, or carpool: Declaration of Honour for sustainable travel
- for travel by plane or car for single use: Declaration of Honour for non-sustainable travel;
Please also read our information on claiming additional funding for travel days.
The Mobility Agreement is a mandatory part of Erasmus+ staff mobility.
Please fill out the Mobility Agreement in consultation with your host institution and have it signed by all parties involved. On behalf of Darmstadt University of Applied Sciences, the supervisor signs for the sending institution. Once the Mobility Agreement has been signed by all parties, please submit it to us at the International Office by e-mail.
The Grant Agreement contains information on the duration of funding, the amount of the Erasmus+ mobility grant, and all other contractual components. We will send you the completed Grant Agreement after receiving the above-mentioned documents. We can only give you a final confirmation of funding once we have received all the necessary documents. Please then submit the signed Grant Agreement to the International office by e-mail.
As soon as we have received all the documents listed and all the requirements for Erasmus+ staff mobility have been met, we will pay out the first instalment of the mobility grant before your departure. Further information on the payment modalities can be found under Finances.
2. During your stay abroad
We hope you have an interesting stay abroad. If you are staying at one of our Erasmus+ partner universities, please use your stay to promote a stay at h_da, for example by giving a short presentation about h_da.
3. After your stay abroad
After your stay abroad as part of Erasmus+ staff mobility, you must submit the following documents to us at the International Office.
As soon as we have received the completed Confirmation of Stay and the participant report, we will arrange for the final payment of your mobility grant. Further information on the payment modalities can be found under Mobility Grant.
Please submit the completed and signed Confirmation of Stay form, in which the period of your mobility is confirmed by your host institution, promptly after your stay abroad, at the latest within 30 days after the end of your stay abroad.
After your stay abroad, you will automatically receive an email via the EU's Beneficiary Module with a link to fill out and submit the participation report online. This report must be completed as part of the Erasmus+ programme. We at the International Office will see that you have completed the report. You do not need to send it to us separately.
Contact
Ramona Straten
Staff mobility
+49.6151.533-60827
erasmus-staff@h-da.de
Office Darmstadt Campus: C23, 02.11
Office Dieburg Campus: F01, 110
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