Purpose

In order to ensure the successful implementation of the activities in the framework of the Erasmus+ Support Programme, the members of the alumni and students networks under the ESAA Alliance (EMA, OCEANS, ESN and garagErasmus), together with the regional alumni and students networks ASAF and WBAA, undertake to observe the principles set out in this Code of Conduct and to be guided by them whenever acting in the roles within the programme, in either their home country or abroad. Failure to act according to these principles can lead to sanctions imposed by their respective Board/Management Board (the Boards).

This Code of Conduct has been created to ensure safe spaces are created for everyone involved in the preparation and implementation of the events/activities under the Erasmus+ Support Programme, and is binding for all participants. The Erasmus+ Support Service team (ICF) has been entrusted by the European Education and Culture Executive Agency (EACEA) with the organisation of the Support Programme contract 2024–2028, to use resources funded by European taxpayers’ money efficiently and according to certain rules.

General rules for participants and the Erasmus+ Support Service Team:

  1. Treat everyone with respect and professionalism.

  2. Refrain from any form of abuse, harassment and/or threat – either face-to-face or online – it will not be tolerated.

  3. Refrain from sharing information, face-to-face or online, that could incite other members to abuse, harass or threaten others.

  4. Do not discriminate against anybody for any reason (e.g. gender, disability, nationality, religion and belief, sexual orientation, etc.).

  5. Be mindful that all services under this contract are secured with public funds, which come with strict budgetary guidelines; all costs and expenses need to be discussed and pre-approved with the Erasmus+ Support Service team.

  6. Respect individual members’ and Erasmus+ Support Service team staff’s private time (e.g. out-of-working hours), and refrain from contact on personal social media and personal mobile numbers at unsociable hours, unless authorised in advance by the individual. For travel emergencies, use the travel agency’s emergency helpline.

  7. Participants can inform their respective Network Boards and the Erasmus+ Support Service Team about any breaches of the Code of Conduct by any participants or Erasmus+ Support Service team members.

  8. Board members must inform Erasmus+ Support Service Team members regarding breaches of the Code of Conduct

In the preparation for participation in a meeting/event:

By registering to an event, you commit to:

  1. Attend the whole event (unless there is an exceptional situation which prevents your full attendance).

  2. Provide accurate and correct personal information. It is your responsibility to ensure this information is correct when registering.

  3. Respond promptly to communications from the Erasmus+ Support Service team.

  4. Inform the Erasmus+ Support Service team immediately if your plans change.

  5. Read the logistics FAQ and reimbursement guidelines. For any questions, please always refer back to this document.

  6. Do the necessary check-ins (online or at the airport) to retrieve your boarding passes and respect the airline luggage restrictions.

  7. Be informed about the requirements to enter the country you are travelling to and ensure you have (or will have on time) the documents needed for travel (visa, valid passport, mandatory vaccinations, travel insurance, etc.).

  8. Take responsibility to plan your travel, get all documents in order, and make arrangements to arrive at the airport with sufficient time for security checks and boarding. Please note that once your travel has been booked, it will not be possible to change your travel arrangements. If you are not allowed to board, because the details you provided to the travel agency are incorrect or because the documentation required for travel (visa/passport) is incomplete, we cannot guarantee a replacement booking nor reimburse any penalty fees this might trigger

  9. Consult and get familiar with the event’s agenda and logistics. Please read the materials provided in advance by the Erasmus+ Support Service team and adhere to the event timings.

During the meeting/event:

  1. Arrive on time.

  2. Attend all sessions and activities of the event. Participation in paid meals within the event is expected.

  3. Respect the rules and culture of the hosting country.

  4. Report unacceptable behaviour (harassment, bullying, threats or discrimination in any form) as soon as it is experienced or witnessed.

  5. Unacceptable behaviour must be reported to a Network Board member immediately on site or by email. The board member will refer the matter internally, according to their statutes, internal regulations and other official documents. The Point of Contact of the Erasmus+ Support Service Team must also be informed either onsite or via the email: events-support-EPLUS@icf.com. The Support Team will in turn inform the Contracting Authority, the European Education and Culture Executive Agency (EACEA).

All members are expected to abide by this Code of Conduct. Individuals who breach the Code of Conduct will receive an official warning and may be suspended from participating in future activities or events, or from being Network members.

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