Preparatory visits and evaluation visits
An overview of opportunities to apply for funding to establish or evaluate collaborations within and outside Erasmus+, as well as the steps and procedures required before and after a visit.
You can apply for funding for two types of visits:
- Preparatory visits – to establish new collaborations (within or outside Erasmus+)
- Evaluation visits – to follow up on existing collaborations (within Erasmus+ only)
The procedures for preparatory visits are the same regardless of whether the collaboration is within or outside the Erasmus programme.
Prepatory visits
Do you want to establish a new collaboration within Erasmus+? You can apply for funding for a preparatory visit.
- The reimbursement rules are the same as for teaching and staff mobility within Erasmus+
- Funding may be granted for one person from the study programme
- Funding may also be granted for an international coordinator from the International Relations Office
Please note that the programme or department must initially cover the travel costs for all participants, including international coordinators. Erasmus+ funding is reimbursed retroactively to the programme or department.
Costs not covered by Erasmus+ must be financed by the programme or department.
Are you interested in establishing a collaboration with a higher education institution in a country not covered by the Erasmus programme? You can then apply for funding for preparatory visits of SEK 25,000 per person.
- Funding may be granted for two people per visit and study programme
- Participants may be two academic representatives or one academic representative and one international coordinator.
- The grant can be applied once per year and study programme
- The visit must last at least five days
Please note that the initial travel costs must be covered by the programme or department for all participants, including international coordinators. The funds are reimbursed to the programme or department after the trip has been completed.
Routines for preparatory visits
Planning and alignment
- Discuss and align the visit within your study programme
- Confirm that the initial travel costs for the visit and any additional costs not covered by the funding will be covered by the programme/department.
Digital pre-meetings
- You must have digital contacts/meetings with the intended partner institution before the physical preparatory visit is carried out, to ensure that mobility both to and from the institution in question can function satisfactorily.
- Base the digital meeting on the questions provided in order to prepare for the visit.
KI's ethical guidelines for international collaborations must always be followed.
Evaluation visits within Erasmus+
Do you want to evaluate an existing collaboration with a European higher education institution within the Erasmus+ framework? You can then apply for funding for evaluation visits.
- The reimbursement rules are the same as for teaching and staff mobility within Erasmus+
- Funding may be granted for one person from the study programme
- Funding may also be granted for an administrator or coordinator from the International Relations Office
Please note that the programme or department must initially cover the travel costs for all participants, including international administrators. Erasmus+ funding is reimbursed retroactively to the programme or department.
Costs not covered by Erasmus+ must be financed by the programme or department.
Routines for evaluation visits
Planning and anchoring
- Discuss and anchor the visit within your study programme.
- Confirm that the initial travel costs for the visit, as well as any additional costs not covered by Erasmus+ funding, will be covered by the programme/department.
Digital preparatory meetings
- You are required to have digital contacts/meetings with the partner institution before the physical evaluation visit takes place, in order to ensure that a physical visit is necessary for the collaboration to be evaluated.
Application for preparatory visit or evaluation visit
Send an email to the Erasmus coordinator with the following information. The application must include the same details for both types of visits, regardless of whether they fall within the Erasmus programme or not:
- Name of the institution to be visited
- Approximate time frame for the visit
- Names of participants
- Name of the person who approved the visit
- Brief summary of what emerged at the digital meeting.
- Brief summary of the content of the planned visit.
Evaluation after a physical visit
Summarize key findings and suggest next steps to ensure that all parties are informed and collaboration can continue smoothly.
If the visit shows that cooperation is not possible, this should also be clearly communicated along with the reasons for the decision.