Preparatory visits and evaluation visits
An overview of opportunities to apply for funding to establish or evaluate collaborations within and outside Erasmus+ programme, 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.
Preparatory 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 will be reimbursed a to the programme or department after the visit.
Costs not covered by Erasmus+ must be financed by the programme or department.
Do you want to establish a collaboration with a higher education institution in a country not covered by the Erasmus+ programme? You can 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 awarded once per year and study programme
- The visit must last at least five days
Please note that the programme or department initially must cover travel costs for all participants, including international coordinators. Funding will be reimbursed after the visit has been completed.
Routines for preparatory visits
Planning and alignment
- Discuss and align the visit within your study programme
- Confirm that the programme or department will cover the initial travel costs and any additional costs not covered by the funding
Digital pre-meetings
- You must have digital contacts/meetings with the intended partner institution before the physical preparatory visit, to ensure that incoming and outgoing mobility can function well.
- Use the guiding questions provided 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? You can apply for funding for an evaluation visit within Erasmus+.
- 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 a 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 will be reimbursed after the visit.
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 programme or departnemtn will cover the initial travel costs for the visit, as well as any additional costs not covered by funding.
Digital preparatory meetings
- You must have digital contacts/meetings with the partner institution before the physical evaluation visit to ensure that a physical visit is necessary for the evaluation.
Application for preparatory visit or evaluation visit
Send an email to the Erasmus coordinator with the following information. The same information is needed for preparatory visits and evaluation visists, regardless of wheather the fall under 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 the digital meeting
- Brief summary of the content of the planned visit
Follow-up after the visit
Summarize key findings and suggest next steps to ensure that all parties are informed and collaboration can continue effectively.
If the evaluation shows that cooperation is not possible, this should be clearly communicated togheter with the reasons for the decision.