Apply for Staff

Guidelines for Staff

Step 1: Make sure you meet the eligibility criteria – otherwise you cannot apply

Nationality: You need to be an Indian National to be able to apply for a scholarship.

12-month rule
: To be eligible, you may not have resided nor have carried out your main activity (studies, work, etc.) for more than a total of 12 months over the last five years in a European country at the time of submitting your application.

Other Scholarships: You must not have already benefited from a scholarship from the same type of mobility under another Erasmus Mundus Action 2 project. You can also not benefit from more than one mobility activity within the same project. 

Target Groups: There are different categories of possible candidates. If your current situation is in accordance with the scenario's below, then you are eligible to apply for an Master Degree scholarship:

  • Possibility 1: you are registered at one of the Indian Higher Education Institutions within the partnership (main partners) at the time of submitting your application. In the Erasmus Mundus Programme this is called Target Group 1

    In Karnataka:

    • Indian Institute of Science (Bangalore)
    • MS Ramaiah Medical College (Bangalore)
    • National Law School of India University (Bangalore)
    • Karnataka Veterinary, Animal and Fisheries Sciences University (Bidar)
    • Gulbarga University

    In Tamil Nadu:

    • Anna University (Chennai)
    • Indian Institute of Technology (Chennai)

    In Kerala:

    • Amrita Institute of Medical Sciences (Cochin)

    In Maharastra:

    • MGM Aurangabad
  • Possibility 2: You are registered at a Higher Education Institution or a recognised research institute in India, not included in the partnership. In the Erasmus Mundus programme this is called Target Group 2. If you are registered in an institution which is only 'affiliated' to one of the institutions above, then you also belong to target group 2. 

Step 2: Determine your type of mobility and field of study

As a staff member you can start your mobility period at any time during the life-duration of the project (the project ends in June 2016).

You will have to chose your field of study from a drop-down list in the application form. When planning your mobility to a certain host university, make sure they offer your field of study! You can also consult the possibilities on the website.

Step 3: Inform yourself about the host university and the academic offer

Please upload an activity plan with information about your planned activities at the host university: teaching, research and/or training. This document should be signed by the home university. The professor at the host university should only sign this at the start of your mobility period. The template for this document can be found on the project website.  

It is evident that communication with the host university is a necessary part of the preparation of the application.  pre-acceptance letter of a potential promotor is required. There is no template for a pre-acceptance letter, but it should state the willingness of that promotor to host you at his/her department. It should be signed and written on official university paper.

Step 4: Make sure you have the support of your home university

Staff applicants should be aware that they have to be fully supported by and need the consent of their home institution to carry out their mobility period abroad. Please add at least one signed recommendation letter, in PDF, written in English.

At least one letter of recommendation should be written by your superior within your university, your the department or faculty. You can add the information concerning the person who wrote the recommendation letter here and upload the letter(s) under the tab "important documents".  

You are free to add other letters of recommendation, by other experts in your field of study, who are personally acquainted with your work.

A word about the selection criteria

Apart from the quality of the proposed activities in Europe, the main criterion for selection of staff members will be the possibilities for a long term collaboration between Indian and European institutions that can be created by the proposed interaction.

What are the fields of study for Staff?

Fields of Study

You can apply for a great variety of studies. The Erasmus Mundus Programme for India contains 10 Fields of study. In, we have prioritized 7 of them. Good applications in these 7 Fields of Study will have greater chances to be granted a scholarship.

Priority Fields of Study

  • Agriculture Sciences
  • Architecture, Urban and Regional Planning
  • Education, Teacher training
  • Engineering, Technology
  • Law
  • Medical Sciences
  • Social Sciences
Other Possible Fields of Study
  • Business Studies, Management Science
  • Geography, Geology
  • Natural Sciences


  • Please use Filters to narrow your search. Available filters: University, Type of Mobility, Duration of Mobility, Field of Study and Subfield of Study.
  • Click the Search button in upper left hand corner of the database module if you want to execute a search with keywords.
  • Click View Record at the beginning of every line to see detailed information of a certain Field of Study.
  • IMPORTANT! If your search has too many results you might have to navigate through the result pages with the arrows in the upper right hand corner of the database module.

What documents do I need for Staff?

When applying online for a staff scholarship, you will be asked for the documents mentioned here below. Make sure there is an English translation provided (if applicable) so your file can be assessed.

These documents should be scanned and then uploaded, preferably as a PDF file. Please note that if you want to upload multiple documents in 1 field, you will need to make a zip-file. Important! RAR-files are not supported, so please use ZIP-files.

Keep the originals of the scans/copies at the ready, so you can produce these whenever they are required later on in the administrative procedure.

Be aware that the documents mentioned, are those needed for the application to the consortium, but that further documents may be required for registration at the specific partner institution you will be spending your mobility period at, once you have been selected for a scholarship by the consortium.

An internationally recognised English language certificate is not required for staff members. We expect you of course to be proficient in English. Of course you are free to upload document that prove your proficiency in English and/or in any other 
relevant European language.

Required documents:

  • An official document that proves that you are an Indian national (e.g. a passport)
  • A Curriculum Vitae, with a list of your publications and relevant academic activities
  • A photo of yourself
  • A recent proof of registration at your home university
  • A certificate of your degree obtained
  • An activity plan: in English, signed by yourself and an academic from your home university. Template activity plan.
  • We also specifically ask for a letter of recommendation written by an academic who is directly involved with your activities at your home institution. The activity plan should list the courses you would like to take at the host university during your mobility period. This document should not be signed by the host university! Only when selected, grant holders should proceed and activity plan signed
  • A pre-acceptance letter signed by your promotor at the host university. (An email in which your European partner accepts you, will also do)
  • A good motivation letter, written by you, with more information about why you want to work abroad for a period of 1 or 3 months.  The letter must clarify why you chose certain host universities, how your home and host university will benefit from your mobility,…  You will need to justify how this study period abroad will benefit you and your direct socio-economic environment.
Please note that no additional documents are accepted after the deadline.

Selection Procedure

We are looking for the most motivated applicants, with good educational records, with a drive to excel in academics and eager to learn from the experience of working together with colleagues in a different cultural and intellectual environment. 

A multidisciplinary team will assess your dossier and select the best candidates.

The selection procedure is established according to the minimum requirements set out by the European Commission. The selection procedure as described guarantees the transparency of the selection process and an equitable treatment of individual applications. 

The project coordinator has access to all the electronic files in the project database whereas the partner universities have limited security rights and can only access files of applicants from or for their own university.


The files of the applicants are first screened on a technical basis. Applications from partner universities are validated by the home universities The other files are validated by the joint coordinator.
The validation criteria are eligibility and completeness of the file:

  • Eligibility:  nationality, previous scholarships within EMA2 (see guidelines)
  • Completeness: are all the required documents present and valid, the questions are answered

If an application is not valid, it is not considered for evaluation.  The applicant will be notified of this situation when the validation period is over (4 weeks after the deadline for submission of the application).


After validation the coordinating team assigns lists of the validated students to the chosen host university's (first and second choice). A selection committee at the local university does the evaluation on a standardized evaluation form. The host university is not obliged to consider the second choice grant applicants, if they have a great number of first choice applicants. The host universities evaluate and rank their applicants. The criteria used are academic merit (40 points), language skills (30 points) and motivation (30 points).

The host university has the right to reject the file of an applicant because of various reasons such as

  • the student is not eligible for the program requested (e.g. because of inadequate preparation...)
  • poor motivation
  • language is insufficient
  • documents are missing
  • full capacity of the program has already been reached. 

The reason for the rejection will be communicated to the applicant when notified about the selection decisions.


The selection committee is composed of representatives of the coordinator, the joint coordinator, 2 more Indian and 2 European members, academic staff members from different fields of expertise.

The selection committee will make ranked lists per type of mobility. Starting base for awarding the scholarships is the evaluation made by the host universities, but also the following criteria will be used:

  • Distribution among partners in Europe and in India
  • Gender balance
  • Priority for good applications from TG3 (priority formulated by the European Commission) and other disadvantaged groups 
  • Disadvantaged groups in TG1 and TG2
  • Spread in study fields (priority to those fields prioritized in the application of the project)

The selection committee will make ranked lists per type of mobility. 
This process will result in 3 lists 

  • selected candidates for each level
  • reserve lists, with indication of the order in which they will be invited in case some selected candidates do not take up the scholarship or do not confirm before the deadline
  • lists with refused candidates

Information to applicants

All applicants are informed by email of the selection decision. This mailings are done automatically via the project database. 

The non-selected candidates are informed of the reason of rejection or non-selection. They have the right to contact the coordinator in case of appeal. If applicable, the coordinator will contact the relevant partner if further information is needed. Applicants who wish to file an appeal can send a letter via registered mail to the  This email address is being protected from spambots. You need JavaScript enabled to view it. . The letter should state the reason of their appeal, including proof or supporting documents if applicable. The appeal has to be sent within 10 working days. The secretariat will react within 15 following working days.
The selected applicants receive instruction on how to proceed (online via the grant holder pages) and should also contact their host university. They have to confirm their acceptance of the scholarship within a deadline that will be communicated with the information of their selection.

I want to apply

Go to the application form for Staff

Activating your application form

The applications are done online. Applicants have to carefully follow the steps above to determine their exact status and choose the right application form. The application forms are renewed every call so applicants who have applied before have to create a new account.

On the project website, you will first have to answer five questions. By doing so, you will automatically be directed to the right application form. After clicking on the dedicated link, you will proceed to the appropriate account set-up page. Once you have created an account you will receive an email with a link to your application form. There's no need to complete all fields, nor to upload all documents in one go: you will be able to save your data and continue later on. After completion of all required fields, a button will appear allowing you to formally submit the application. If the button does not appear it means that you forgot a required field. Please check carefully.  Only when you have pushed the submit button, your application is submitted. You can find information whether you filled out all required fields on the top of the form. Once the file is submitted, you cannot change it any more.

If you have submitted your application, you will receive an automatic email to the address indicated in your file. This email will have your application as PDF attached, and it will mention your registration number. Please save this email.

Application forms have to be written in English and have to be submitted online before the deadline announced on the website. Incomplete applications, unreadable, blank or unsigned documents shall not be considered eligible. Applications sent by email, post or fax will not be accepted.

Supporting documents

When applying online for a scholarship, you will be asked for the documents mentioned under the tab What documents do I need for Staff?.

These documents should be scanned and then uploaded, preferably as a PDF file. Please note that if you want to upload multiple documents in 1 field, you will need to make a zip-file. Important! RAR-files cannot always be opened, so please use zip-files.

Keep the originals of the scans/copies at the ready, so you can produce these whenever they are required later on in the administrative procedure.

Be aware that the documents mentioned, are those needed for the application to the consortium, but that further documents may be required for registration at the specific partner institution you will be spending your mobility period at, once you have been selected for a scholarship by the consortium.

Please note that no additional documents are accepted after the deadline.

Mobility for successful applications will have to be taken up latest in June 2016.