Guidance for higher education institutions to support those fleeing Ukraine: Erasmus+ KA1 mobility projects

Updated on 24th October 2024.

Higher education institutions (HEIs) can use the Erasmus+ KA1 mobility project funds to support the mobility periods of higher education students and staff fleeing Ukraine in Finnish higher education institutions. This possibility applies currently to European mobility (KA131) projects funded in 2023 and 2024 and international mobility (KA171) projects funded in 2022, 2023 and 2024.  

For international mobility projects, the possibility only applies to projects in which Ukraine is already involved as one of the project's partner countries. In such projects, funds allocated for cooperation with other countries in the ENI East budget envelope or Russia may be transferred to support those fleeing Ukraine. Funds from other budget envelopes cannot be transferred. 

For European mobility projects, this exceptional measure requires an amendment to the contribution agreement. The Finnish National Agency for Education will prepare the necessary agreement amendments.  

Mobility periods for those fleeing Ukraine are to a large extent carried out within the established conditions of Erasmus+ mobility projects. This applies, for example, to the duration of the mobility periods, the calculation of grants and the required documents. The mobility types are also the same: student mobility for studies, student mobility for traineeships, staff mobility for teaching and staff mobility for training. 

Erasmus+ eligibility criteria

Erasmus+ grant eligibility rules for participants coming from Ukraine: 

  • For students: being enrolled in a Higher Education institution (HEI) at the moment of fleeing Ukraine due to the Russian aggression (mobility for studies and traineeships)
  • For recent graduates: having graduated from a HEI in Ukraine within maximum 12 months before the moment of fleeing Ukraine due to the Russian aggression (mobility for traineeships)
  • For staff: being employed in a HEI in Ukraine at the moment of fleeing Ukraine due to the Russian aggression (mobility for teaching assignments and staff training)

The person's eligibility for an Erasmus+ grant can be demonstrated, for example, by one of the following documents: 

  • Students: enrolment certificate, transcript of record, certificate issued by a higher education institution or a relevant Ukrainian authority 
  • Staff: payslip, work contract, certificate issued by a higher education institution or a relevant Ukrainian authority 

Mobility arrangements

The receiving HEI in Finland takes care of mobility arrangements and pays a grant to the person fleeing Ukraine. The participation of the sending HEI in Ukraine in the mobility arrangements may not be required if the involvement is not possible due to the war. However, it is highly recommended that the mobility arrangements are made together with the Ukrainian HEI, if the HEI in question is still operational. This makes the crediting of the mobility period easier. 

If the Ukrainian HEI is not operational, additional changes to the standard mobility project practices can be made as follows: 

  • Inter-institutional agreements (IIA) between higher education institutions are not required. 
  • Learning / mobility agreements are signed between the participant and the receiving HEI (plus with the traineeship hosting organisation if it is not the HEI). 
  • Grant agreement is signed between the participant and the receiving HEI. 

The HEI can have an ongoing application process for persons fleeing Ukraine, but the selection criteria must be public. 

If necessary, the receiving HEI in Finland may take over the tasks of the sending HEI in Ukraine related to providing orientation and other assistance and support to which the students are entitled under the Erasmus+ Charter, if the sending HEI is unable to provide the students with this guidance and support.  

Language training

Persons fleeing Ukraine have the possibility to participate in language training in the Online Language Support (OLS) system. All persons can use the OLS open-access platfrom, which contains basic information and beginner level independent study materials on European languages. Those who receive an Erasmus+ grant can complete level tests and tailored language courses according to their skill levels in the OLS restricted access platform. As of March 2023, the restricted access platform contains level tests, language learning forums and communities in 29 languages as well as language courses (levels A1-B2) in English, French, German, Spanish and Italian. Beginner level language courses (levels A1-A2) are available in 24 languages. Courses include also Finnish (3,5 hours) and Swedish (14,5 hours). The OLS platform has language learning forums and communities, which are moderated by so-called community managers ie. people who speak the language as their mother tongue. They give guidance and advise on learning languages to participants and moderate discussions. In addition to the language of the forum or community in question, advice and guidance is also given in English. 

Grants for higher education students and staff

The grant can only be granted for the period during which the studies, traineeships or staff mobilities for teaching or for training take place. A student can receive the Erasmus+ grant for only up to 12 months per one degree cycle.  

Erasmus+ grants for international mobility (KA171) are paid for the entire duration of the mobility period. In exceptional circumstances Erasmus+ grants for European mobility (KA131) can be paid for only a part of the duration of the mobility period  (f.ex. if the funding is running out). However, this should not risk the participant's livelihood and the grant must be paid at least for the minimum duration of the mobility period ie. 2 months. 

The grants are the same as those paid to incoming Erasmus+ international mobility participants. In addition, all higher education students arriving from Ukraine are eligible for an increased top-up amount for fewer opportunities / disadvantaged background. Only if the student receives other forms of financial support, can the top-up amount be left unpaid. Nevertheless, these participants should be listed in the Beneficiary module system as fewer opportunities participants.  

Grants paid to arrivals from Ukraine are not taken into account when calculating the share of the institution's budget for European mobility used to fund outgoing mobility to international mobility partner countries (up to 20% of the awarded funding). 

Grants from European mobility (KA131) and international mobility (KA171) projects for those fleeing Ukraine 

  • Grants for students: 
    • Long-term mobility: 1150 EUR per month (900 EUR per month + 250 EUR top-up per month) + travel support 
    • Short-term mobility: 79 EUR per day (days 1-14) or 56 EUR/day (days 15-30) + top up 100 EUR (mobility of 1-14 days) or 150 EUR (mobility of 15-30 days) + travel support
  • Grants for staff: 
    • Agreement periods 2022 and 2023: 180 EUR per day (1–14 days), 126 EUR per day (15–60 days) + travel support
    • Agreement period 2024: 190 EUR per day (days 1–14), 133 EUR per day (days 15–60) + travel support

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