Exchange

MetabERN Exchange Programme 2025-2027

Objectives and scope

The MetabERN Exchange Programme 2025-2027 has been officially launched, presenting an invaluable opportunity for clinical exchanges, knowledge sharing, and collaboration among MetabERN centres. Building on the success of the previous programme, this new initiative aims to advance the sharing of expertise and foster collaboration among healthcare professionals affiliated with MetabERN member centres, such as medical doctors, nurses, dietitians, laboratory staff, and other health professionals involved in the management of Inherited Metabolic Disorders.

The programme aims to enhance mutual clinical experiences and promote collaboration between MetabERN centres through short-term mobility. Participants may also experience personal growth as a positive secondary outcome of their exchange. To ensure a smooth mobility process, it is advisable for applicants to contact their preferred member or affiliated partner centre to inquire about availability and the time frame for the exchange. Participants can also seek assistance from the Coordination Office in finding a suitable hosting centre.

Prior to the exchange, successful applications will be shared with the hosting centres which review and approve the exchange visit plan. This plan should outline the specific objectives of the exchange, the activities to be undertaken, and how the exchange will facilitate collaboration and knowledge transfer between sending and hosting institutions.

Deadlines

Two funding periods for exchange visits are available and up to 10 exchange visits can be granted per funding period.

December 2025 – June 2026. Deadline for applications: 31 January 2026 for the first funding period.
December 2026 – June 2027. Deadline for applications: 6 September 2026 for the second funding period.

In exceptional cases applications are accepted at any time during the funding periods until the capacity is reached. Response on the application will be provided within 30 working days.

Who is eligible to apply?

All healthcare professionals from all disciplines related Inherited Metabolic Disorders (≤ 40 years old) working at a MetabERN full member centres or affiliated partners.

Applying for the Exchange Programme

To prepare your application read carefully the FAQs and the General Terms. Use the application form to submit your application including the exchange visit plan you are planning to achieve. Applications will be evaluated on the following selection criteria: innovative project’s objectives and methods, anticipated added value for the sending institution, potential of enhancing networking among centres, projected career development opportunities for the visitor.

100/100 is the maximum achievable score per application. 75/100 is the minimum score for an application to be considered. Applications will be assessed by a dedicated evaluation committee.

As the Exchange Programme is part of the educational activities of MetabERN, it is recommended that candidates complete the first 11 modules of the Diagnostic Clinical and Therapeutic Education Programme (DCTEP) on Inherited Metabolic Disorders by the time of their application. In situations where candidates have the same application score, preference will be given to those who have completed the DCTEP modules.

APPLY NOW FOR THE EXCHANGE PROGRAMME

General terms and support

One visitor application per sending HCP can be accepted during each funding period and only cross border exchange visits are accepted. Only ERN full member centres and affiliated partners can host exchange visits.

Exchange visits can have a minimum of 1 week to a maximum of 2 weeks duration (10 working days). The Exchange Programme supports return economy flights or standard-class train/coach journeys to the host institution and a per diem to support accommodation and sustenance costs based on unit costs (see information in the FAQ under costs and reimbursement).

The start date of the exchange period is the first day on which the participant must be physically present at the receiving organisation. The end date of the period is the last day on which the participant must be physically present at the hosting organisation (see information in the FAQ under outline of the Exchange Programme).

If an application is accepted a Mobility agreement must be prepared and signed by the visitor, the hosting centre representative, the MetabERN Leader of Training and Education, and the MetabERN Coordinator.

Following the visit

Upon completion of the exchange visit, visitors should submit a short report outlining the aims and achievements of completion of the exchange that needs to be signed by the supervisor of the hosting centre. Visitors are also asked to complete an evaluation survey at the end of their visit. Once the report is assessed, a certificate will be issued, and the costs will be reimbursed (providing all financial documents including invoice, proof of payment, receipts, etc.) within 30 calendar days.

Do you have any questions?

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Frequently Asked Questions (FAQ)

Outline and application process

Q1. Who is eligible to apply for the exchange programme?

Healthcare professionals from all disciplines related Inherited Metabolic Disorders (≤ 40 years old) working at a MetabERN full member centres or affiliated partners.

Q2. What is the duration of an exchange visit?

Exchange visits can have a minimum of 1 week to a maximum of 2 weeks duration (5 to 10 working days).

Q3. How do I apply?

You have to complete the online application and submit your CV, motivation letter and a reference letter by your supervisor.

Q4. What are the criteria for approval of exchange visits?

Applications are evaluated on the following selection criteria:

– Innovative project’s objectives and methods (score between 0-30)
– Anticipated added value for the sending institution (score between 0-30)
– Potential of enhancing networking among centres (score between 0-30)
– Projected career development opportunities for the visitor (score between 0-10)

100/100 is the maximum achievable score per application. 75/100 is the minimum score for an application to be considered. Applications will be assessed by a dedicated evaluation committee.

Important Documents

Q5. What is a Mobility Agreement?

A Mobility Agreement is a document listing the Exchange visit plan. It must be signed by the visitor, the hosting centre representative, the MetabERN Leader of Training and Education, and the MetabERN Coordinator.

Q6. What is the Exchange visit report?

Upon completion of the exchange visit, visitors should submit to the Coordination Office a short report outlining the aims and achievements of completion of the exchange that needs to be signed by the supervisor of the hosting centre. Upon assessment of the submitted report, a certificate will be issued.

Details of the visit

Q7. If I lack a contact at a hosting centre, can I seek assistance in finding one?

Yes, you can. Although it is advisable that you get in contact with the preferred member or affiliated partner centre and ask for availability and timeframe of exchange, you can ask for assistance getting in contact with the Coordination Office.

Q8. Can a visit be longer than 5 days?

Yes, it is possible to make exchange visits of up to 10 working days (12 days in total including the weekend).

Q9. Can a visit be shorter than 5 days?

No, shorter visits are not allowed.

Q10. Can I travel to another centre within the same country?

No. Only cross-border exchange visits are accepted.

Q11. Are group meetings/visits allowed?

No, one visitor application per sending HCP can be accepted during each funding period.

Costs and reimbursement

Q12. Will costs for weekend days or additional travel days be reimbursed?

For visits of two weeks, this includes one weekend.

For short visits, no weekend days will be compensated and in principle, a maximum of 5 per diems are available. In very exceptional cases where travel schemes oblige a visitor to spend an additional night at the location of the visit, a prior written justification should be provided to request an additional per diem and the request should be approved in advance.

Q13. What costs are eligible for reimbursement, and which ones are not?

Return economy flights or standard-class train/coach journeys to the host institution and a per diem to support accommodation and sustenance costs based on unit costs (https://ec.europa.eu/info/funding-tenders/opportunities/docs/2021-2027/common/guidance/additional-information-on-unit-costs-and-contributions_en.pdf). Exceeding costs cannot be reimbursed. Travel costs are calculated on the basis of the distance between the sending institution and the hosting institution. Subsistence costs depend on the country of the hosting centre. This financial support does not include insurance costs.

Q14. Is there a maximum amount of money to be spent per visit?

Yes (see also Q12 and Q13). Exceeding costs cannot be reimbursed.

Q15. How does it work with the reimbursement of costs?

The visitors are responsible for arranging their own travel. Visitors are also expected to book their accommodation and cover the costs from the per diem compensation and ask for reimbursement. Upon completion and assessment of the submitted Exchange Visit Report (see Q5), all financial documents (invoice, proof of payment, receipts) supporting travel and accommodation costs (invoice, proof of payment, receipts) should be submitted by the visitor. Costs will be reimbursed within 30 calendar days after the validation of the submitted report.

Who can participate

Q16. Are exchange visits to other ERNs allowed?

Yes, they are.

Q17. When should I arrive in the hosting centre country?

Plan to arrive the day before the starting date of the exchange visit in the hosting centre.

Q18. Can visits be made to HCPs that are not a member of an ERN?

Only HCP’s that are approved members or affiliated partners of MetabERN can act as a hosting centre. Visits to centres outside the EU27 + Norway are not foreseen.

Q19. Are non-members (including non-affiliated ones) eligible for exchange visits?

No.

Q20. Are applications from people working outside the EU27 + Norway considered?

No.