1.1 Inter-Institutional Agreements (IIA)

Q: What is an Inter-Institutional Agreement (IIA) and why is it necessary? An IIA is a formal agreement between the University of Cádiz (UCA) and a partner university, outlining the terms and conditions for student and staff mobility under Erasmus+ KA171. It specifies the maximum number of mobilities, academic areas, and responsibilities of each institution. Without a valid IIA, mobility cannot take place. The agreement must be signed by both institutions before any mobility activities begin.

Q: Does the number of mobilities indicated in the IIA guarantee that all will be funded? No. The number of mobilities listed in the IIA represents the maximum possible, but their actual implementation depends on the annual funding allocated by the European Commission and the Spanish National Agency. UCA will communicate the available spots for each academic year based on the budget received.

Q: Can the number of mobilities be increased after signing the IIA? Yes. If both institutions agree and additional funding becomes available, the number of mobilities can be increased. This can be formalized through a simple exchange of emails between the international offices, without needing to amend the original agreement.

Q: How can my university establish or renew an IIA with UCA? Contact UCA’s International Office (erasmus.icm@uca.es) to express interest. UCA will provide a draft agreement for review, negotiation, and signature. Ensure all required fields (e.g., mobility quotas, academic areas, and contact details) are accurately completed and agreed upon by both parties.

1.2 Nomination Process

Q: When and how should nominations be submitted? Nominations must be submitted until the 2nd of November 2025. To submit nominations, partners must send:

• A single nomination list (in Excel and PDF format), signed and stamped by the sending institution.
• Signed Mobility Agreements for the top candidates (at least the first two on the list).
• Proof of the local selection process (e.g., copy of the call for applications, selection criteria, and results).
• A Sworn Declaration of Absence of Conflict of Interest, confirming that neither the candidates nor the nominating institution has any conflict of interest that could affect the fairness or transparency of the selection process.
• All documents should be sent to welcome.centre@uca.es before the deadline specified in the call.

Q: Would it be possible to submit nominations after the deadline? Nominations submitted after the deadline will only be considered if there is remaining budget available for the region. UCA will only accept nominations sent by the international office or designated mobility coordinator of the partner university.

Q: Should we prioritize STA or STT nominations? We recommend prioritizing STA (Teaching) nominations over STT (Training) for the following reasons:

• UCA’s STA offer is usually broader than STT, with more available activities and fewer restrictions on participant numbers.
• STA nominations have a higher chance of selection because there is no participant cap for teaching activities (unlike STT or International Staff Weeks, where places are limited by the host department’s capacity).
• Final selection for all nominations depends on available budget and equitable distribution among partners in the same region. However, STT and International Staff Week selections are also subject to activity-specific quotas, which do not apply to STA.
• If your institution has limited spots, focusing on STA increases the likelihood of successful nominations.

Q: How does UCA review and accept nominations? 

UCA will:

1. Publish a Provisional Selection List.
2. Allow a 10-day period for amendments (e.g., corrections to documents or candidate details).
3. Release a Final Selection List after the amendment period.
4. Contact selected candidates directly with instructions for registration and next steps.
5. Reject nominations that do not meet the requirements (e.g., missing documents, ineligible candidates, or exceeding quotas) and notify the partner university.

Q: What happens if our university submits multiple or conflicting nomination lists? UCA will only consider the most recent, complete list received before the deadline. If multiple lists are submitted, the last one sent will override previous versions. Partners are responsible for ensuring their final list is accurate and reflects their internal selection process.

Q: Can we nominate reserve candidates? Yes. Partners are encouraged to include reserve candidates in their nomination list, ranked in order of priority. If selected candidates withdraw or are unable to participate, UCA will consider reserves based on availability and funding.

Q: How will we know if our nominations are accepted? UCA will send an official email to the partner university’s international office confirming the acceptance or rejection of each nomination. Accepted candidates will also receive a direct email from UCA with registration instructions. Rejected nominations will include a reason (e.g., incomplete documentation, lack of funding, or non-compliance with the call’s requirements).

1.3 Local Calls and Selection

Q: What should our university’s local call include? Your local call must:

• Be open, transparent, and fair, following Erasmus+ principles.
• Specify eligibility criteria and required documents, including:
  • A fully signed Mobility Agreement (by the candidate, the home university, and the UCA coordinator of the proposed activity).
  • Any additional documents required by your institution (e.g., proof of employment, language certificates).
• Clearly state that pre-selection and nomination by the partner university, as well as the signature of the Mobility Agreement by UCA, do not guarantee final selection or funding. The final decision depends on UCA’s evaluation and available budget.
• Indicate the selection criteria, application deadlines, and the process for submitting documents to your international office.

All nominations and documents must be sent to welcome.centre@uca.es by the deadline specified in UCA’s call.

1.4 Selection Criteria

Q: What selection criteria should we use? Criteria may include:

• Relevance of the proposed activity to UCA’s academic or training offers.
• Language proficiency (the minimum level of the required language will be specified in the offer of the activity).
• Professional experience and alignment with the objectives of the Erasmus+ KA171 program.
• Priority for candidates with fewer opportunities (e.g., first-time applicants, staff from underrepresented departments, or those facing economic, social, or geographic barriers).
• Quality and feasibility of the Mobility Agreement and work plan.

Selection must be based on principles of equity, fairness, and transparency.

1.5 Mobility Agreements

Q: What type of Mobility Agreement should be used? Use the official Erasmus+ KA171 Mobility Agreement for Staff Mobility (Teaching or Training), available on the call’s website. Ensure the agreement is fully signed by the applicant, your institution, and UCA before submission.

Q: Can the Mobility Agreement be modified after submission? Minor amendments may be allowed before the mobility starts, but any changes must be approved by all parties and communicated to UCA immediately.

1.6 Funding and Grants

Q: How are grants calculated and paid? Grants for incoming staff are calculated as follows:

• Daily rate: €170 per day.
• Duration covered: 5 days of mobility (Monday to Friday) plus 2 additional travel days (one before the start and one after the end of the mobility).
• Total grant for subsistence: €170 x 7 days = €1,190.
• Travel support: The travel contribution is calculated automatically using the Erasmus+ Distance Calculator based on the distance between the home institution and Cádiz. The amount varies according to the distance band.
• Payment method: Selected staff will receive their grant (subsistence + travel) as a bank check on the first day of their mobility at UCA. The check can be cashed at a local bank in Spain.
• Important: Participants must arrange and fund their own travel and accommodation upfront. The grant is a contribution and may not cover all expenses

Q: Does UCA cover travel or accommodation costs? No. Participants must arrange and fund their own travel and accommodation. UCA provides the grant as a contribution to these expenses

1.7 After Selection

Q: What support does UCA provide to selected staff? UCA will:

• Issue an invitation letter for visa purposes.
• Provide insurance coverage for the entire mobility period.
• Offer a detailed program of the activity, including schedules, host department contacts, and planned sessions (teaching, training, or job shadowing).
• Send pre-arrival instructions with practical information (e.g., campus location, local contacts, and cultural orientation).

1.8 During Mobility Preparation

Q: What documents must selected staff submit before arrival? Selected staff must complete UCA’s online registration form and upload:

• A copy of their passport (valid for at least 6 months after the mobility).
• The final, fully signed Mobility Agreement.

Additionally, partner universities must send UCA a Certificate of Employment for each selected staff member, confirming that the individual is employed by the institution during the mobility period. This document should be sent to welcome.centre@uca.es before the mobility begins.