CIVIS Job Shadowing

The CIVIS Job Shadowing initiative is part of the CIVIS Internationalisation Academy and supports professional development, international collaboration, and knowledge exchange across our 11-member university alliance.

The format is available for administrative, academic, and technical staff members of all CIVIS universities. 

What is Job Shadowing?

Job shadowing is an experiential learning opportunity that allows staff members to observe colleagues at another CIVIS institution in their daily work environment.

It is a valuable way to:

  • learn new skills and methods;
  • explore innovative practices;
  • foster inter-university cooperation;
  • build international networks.

Focus areas include:

  • Career Services
  • Human Resources,
  • Inclusion & Diversity,
  • Libraries,
  • IT and Digitalisation,
  • International Offices,
  • Language Centres,
  • Research and Student Service

...and many more! 

Duration & Format

Job shadowing can be tailored to your needs:

  • from 2 to 60 days
  • on-site, hybrid, or virtual formats
  • it can be combined with Erasmus+ mobility (primarily Staff Training - STT - for training; Staff Teaching - STA - only if teaching activities are involved)

Who Can Apply?

Staff from all CIVIS partner universities, including:

  • administrative & support staff
  • academic & teaching staff
  • technical and service departments
Participants should have at least B1 level proficiency in the working language agreed with the host institution.

How to Apply

Proper planning is essential for a successful job shadowing experience. Identify a host institution that aligns with your learning objectives and establish contact to discuss expectations and planned activities.

The following list will help you to organize the job shadowing experience:

  1. Discuss your idea with your supervisor / head of department.
  2. Check Erasmus+/alternative funding by contacting the office(s) in charge at your home institution.
  3. Make yourself familiar with the process at the sending institution.
  4. Explore opportunities on potential CIVIS partner websites.
  5. Complete the application form, listing up to three preferred institutions. First contact the top-choice institution and wait for a response. Only if the request is declined reach out to the next institution. This approach helps prevent situations where departments agree to host staff but are later informed that the applicant has chosen a different institution.
  6. Reach out to Institutional Coordinator at your home institution and the ranked host institution and ask for support in case you do not have a contact person at the partner institution.
  7. Submit your application to the department / unit of the chosen partner institutions. Make sure that the host university IC is added by default for information and internal follow up.

Funding

Job shadowing mobility can be funded primarily through Erasmus+, but national or institutional programmes may also be available, depending on your home university.

In the CIVIS Alliance, job shadowing is organised in a decentralised way — this means each university handles its own funding procedures.

While Erasmus+ is the most common funding source, additional options may exist based on your institution’s policies and national opportunities.

Important: Please contact your university’s mobility office or international relations department to:

  • confirm available funding schemes,
  • get help with Erasmus+ applications and
  • explore alternative sources of financial support.