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Rolling Call for proposals

CIVIS invites proposals for Staff Weeks designed to foster collaboration, innovation, and professional development across the alliance.

Staff Weeks are a key format of the CIVIS Internationalisation Academy. These training initiatives—often supported by Erasmus+ grants—promote cross-networking and mutual learning among university staff.

The call for proposals initiates the collection of staff week ideas from partner universities.

In 2026, proposals are collected exclusively via a rolling call (no Spring/Fall calls).

Who can propose a staff week?

Any academics / teaching and administrative staff member of a CIVIS university (including University of Glasgow and University of Lausanne, following specific conditions).

The Staff Week must be supported by the Head of the Faculty / School / Department / Administrative Unit.  In case the Staff Week is organised based on Erasmus+ Fundings, the Staff Week needs to be validated by the Erasmus+ Office of the coordinating institution (proved by a signed Letter of Intent). 

Proposal Requirements

Proposals should align with CIVIS strategic goals and objectives while addressing key thematic areas, such as: 

• Internationalisation and research collaboration
• Teaching innovation and challenge-based education
• Capacity building in Higher Education Institutions (HEIs)
• Inclusive governance, civic engagement and academia-stakeholder collaboration
• Institutional transformation, cultural and linguistic diversity
• Thematic focus of the five hubs

When and how to apply (Rolling call – 2026)

In 2026, Staff Week proposals can be submitted on a rolling basis, meaning applications are open continuously throughout the year. 

To ensure a transparent and comparable assessment, proposals are handled in monthly evaluation rounds:

Monthly review process:

• Cut-off date: Last Monday of each month. 
• Scope: all complete submissions received after the previous cut-off and by the current cut-off are included in the next evaluation round.
• Indicative timeline (from cut-off):

• Eligibility check & ranking: 2 weeks
• Validation: 2 weeks
• Notification to applicant: 1 week
• Announcement on website: up to 2 weeks after notification 
• Earliest start date: at least 1.5 months after the cut-off date of the evaluation round in which the proposal is assessed.
• Latest ending date: Staff Weeks must be implemented within the eligibility period of the funding source used (institutional resources, Erasmus organisational funding or Erasmus STA/STT) 

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• Please note: According to the Staff Week Guidelines, CIVIS2 funds may only be used for subcontracting costs. If CIVIS2 funding is used for sub-contracting, all activities, including reporting and communication, must be completed by September 2026. Other organisational costs must be covered by the hosting university. Organisers should confirm eligibility, timelines and local funding arrangements with their CIVIS Institutional Coordinator and the Erasmus+ office.

Application Process & Timeline

In 2026, Staff Week proposals can be submitted on a rolling basis, meaning applications are open continuously throughout the year. 

Workflow: