Purpose
European Reference Networks (ERNs) support knowledge sharing and stimulate collaboration between Rare Diseases Healthcare Professionals across Europe.
The ERN-EYE will train up to 24 professionals from various EU Countries during the 2023-27 Exchange Programme, funded by the European Commission.
The next promotion will start in April 2026.
Content
The Programme aims to enhance the capacities of the network. The thematic scope includes medical practice and skills but also the organisational aspects of a network. Individual research and personal development are considered as secondary benefits of the participants.
The priorities of the programme are:
- Clinical Aspects – Advancing medical expertise, best practices, and patient care strategies;
- Psychosocial Support to patients – Strengthening approaches to mental health and emotional well-being within healthcare units; and
- Organisational Strengthening – Enhancing the efficiency, the collaboration and the resilience of network structures.
By fostering knowledge exchange and capacity building, the programme aims at creating a more effective and interconnected professional network.
Timeline and Milestones
The deadline for the submission of the candidacy act is 15 May 2026.
- Call for trainees: open between April and Mid-May 2026
- Review process: June 2026
- Results: Summer 2026
- Expected starting date for the short exchanges: from late summer 2026
Candidacy Act
Potential participants are kindly invited to fill the candidacy act as well as to submit a cover letter and a CV on Framaform. Framaform will close on 15 May 2026 EOB.
The cover letter should describe objectives and expected outcomes of the candidate.
Eligibility
In their act of candidacy, participants are expected to meet the following eligibility criteria.
- Applicants are employees of one of ERN-EYE members or Ukrainian healthcare providers with expertise in the relevant specialty
- The host centre should be a full member of ERN-EYE
- This exchange programme is not a way to attend courses, symposia, meetings or congresses
- This exchange programme is a one-time opportunity and cannot be extended or split into several segments
- This exchange programme cannot be used to prolong an exchange programme funded by other organisations or programmes
Evaluation of the Applications
ERN-EYE will review applications based on the benefits for the trainee and the host institution. The evaluation process considers the following selection criteria:
- Geographical Scope – We aim to ensure a balanced geographical distribution of trainees across the different European regions.
- Professional Groups – The programme is open to a diverse range of healthcare professionals, including medical specialists, nursing staff, laboratory personnel, and other relevant healthcare professionals.
Covered Expenses
ERN-EYE will proceed with the following reimbursements after the visit based on the EC unit cost for travel rules.
Trainees will receive:
- reimbursement of the travel expenses on actual cost basis to a maximum amount set by the EC unit cost for travel rules calculated depending on the distance between the place of work or residence and the address of the host centre;
- reimbursement for the accommodation on actual cost basis, up to a maximum amount reimbursable. The maximum amount for accommodation will depend on the country of the exchange following the EC Unit Cost for travel reimbursement rules for up to a 6-night stay; and
- reimbursement for meals and local transport (bus, tram, metro, taxi…) on actual cost basis to a daily maximum amount. The amount will depend on the country of the exchange and is calculated on a 24h period base to a maximum of 6 working days.
The maximum amounts set by the EC Unit Cost for travel reimbursement rules are available for consultation at the following link (page 13): Commission Decision C(2021)35
More information about the reimbursement process for travel costs is available on ERN-EYE factsheet on reimbursement rules.
Weekend days are not considered in the length of the stay. Trainees are expected to book their travel arrangements and accommodation themselves.
Please note that ERN-EYE cannot cover the costs for the travel insurance.
Additional information
A training agreement will be established between the ERN-EYE Coordinator, the trainee and the host centre before the short exchange starts to clarify outcomes and duties.
Please note that a legal agreement might be necessary between the applicant and the host centres, depending of local rules.
Trainees and host centres are invited to provide a short report describing their experience with photos illustrating their exchange. This material would enrich our communication supports, offering insights into the programme’s impact and fostering knowledge sharing within the network.
FAQ
The short-exchange programme lasts one working week (5 full days), usually from Monday to Friday.
For each campaign, exchanges can be organised from September of the current year until February of the following year at the latest. An extension of this timeline may be possible, subject to further validation.
Once an HCP host has been selected and has agreed to host the trainee, the trainee will be in direct contact with the host HCP to discuss and indicate their preferred areas of interest.
Based on these interests, the person responsible for the trainee at the host HCP will develop a programme for the week. The programme may therefore vary according to the trainee’s interests, as well as the activities and opportunities available at the host HCP.
ERN-EYE covers the trainee’s travel, accommodation and subsistence costs, in accordance with the European Commission (EC) unit-cost rules for travel: Commission Decision C(2021)35
Based on these rules, a maximum total amount will be calculated for each short exchange. The host HCP is not expected to cover any costs related to the trainee’s stay.
Please note that the trainee will be required to advance the fees, as we will only be able to reimburse the trainee based on the short-exchange costs, and not the hospital where the trainee is based.
Before the programme takes place, the ERN-EYE Management Team will contact the trainee and provide detailed information about the stay, including the maximum total amount calculated according to the EC unit-cost rules: Commission Decision C(2021)35
More information about the reimbursement process for travel costs is available on ERN-EYE factsheet on reimbursement rules.
The total amount is flexible across the different expense categories. This means that the trainee may, for example, spend more on accommodation and less on subsistence, or vice versa, provided that the overall maximum amount is not exceeded.
The calculation covers the duration of the exchange plus one additional night (6 nights in total).
If the trainee’s total expenses exceed the maximum amount calculated according to the EC rules and communicated by the ERN-EYE Management Team, the trainee will be responsible for covering the additional costs.
During your trip, please make sure to keep all original receipts and proof of payment in good condition. Bank statements alone will not be accepted as proof of payment.
After the trip, the ERN-EYE Management Team will provide you with a Travel Claim Form to complete.
You will then need to submit:
- A duly completed and hand-signed Travel Claim Form
- All original receipts and supporting documents (scanned) for your expenses
- An official bank document showing your name, address, IBAN, BIC, bank name and bank address.
Once you have submitted all the required documents and proof of payment, the ERN-EYE Management Team will review your claim. If the file is complete, it will be forwarded to the financial department for validation. Once the claim has been validated, payment is generally processed within 30 to 50 days.
You are encouraged to arrange valid travel insurance for the duration of the Exchange Programme. Please note that this is your responsibility, and ERN-EYE will not cover any associated costs.
Once the dates of the mobility have been agreed upon between you and the HCP host, the ERN-EYE Management Team will send a Mobility Agreement to both you and the host for signature.
Depending on the HCP host’s local rules and administrative procedures, you may also be required to sign additional legal agreements or provide further documentation. The HCP host will inform you of any additional requirements.