Work-based learning opportunities in Erasmus - How to get funding under KA1
4 hours
2 hours of theory
2 hours of practical work (brainstorming + direct use of the Platform) and self-assessment
Internet connection and a digital device (smartphone, tablet or PC)
This Unit shows how to spot funding opportunities for international work-based learning initiatives in the Erasmus+ Programme and apply for a grant.
Learning outcomes
- Know the differences between short terms projects and accredited projects for mobility of VET learners and staff.
- Use the Erasmus+ and European Solidarity Corps Platform to search for opportunities and submit a proposal.
- Know the main budget rules and awarded criteria.
Unit 2.3.2: Work-based learning opportunities in Erasmus (How to get funding under KA1)
MOBILITY OPPORTUNITIES IN ERASMUS+
One of the biggest challenges in the process of international work-based learning is the sharing of the financial burden. The Erasmus+ Programme offers a solution to this challenge: the Programme widely invests in mobility activities and traineeships across Europe, with the aim of encouraging the development of high-quality transnational WBL.
Mobility activities financed by Erasmus+ can be outgoing or incoming:
Outgoing mobility
The applicant organisation acts as a sending organisation, selecting participants and sending them to a hosting organisation/enterprise abroad.
Incoming mobility
The objective is to bring in persons who can help develop and internationalise the applicant organisation (upskilling opportunity for internal staff). Both outgoing and incoming activities are supported under Key Action 1 of the Erasmus+ Programme, in particular through Mobility projects for VET learners and staff (see Programme Guide, 2023 p. 87).
For those organisations that prefer to join the Programme without submitting an application, there is the possibility to:
- Join an existing Erasmus+ mobility consortium (a group of organisations from the same country implementing mobility activities as part of a joint Erasmus Plan);
- Hosting learners or staff coming from a partner organisation abroad.
The latter option allows VET organisations to host international students and integrate them within the local economic ecosystem. Moreover, VET providers should engage and encourage international companies to enjoy Erasmus projects as host organisation or even as applicant, presenting this opportunity as a win – win solution.
While for those VET providers willing to submit a proposal, they can apply for funding through two different types of projects:
1. Short-term projects
Short-term projects allow financing mobility activities over a period of six to eighteen months. The application to this type of project is suitable to organisations that are newcomers to Erasmus+ and KA1. They have the possibility to apply for:
- Short term projects for mobility of learners:
- Short-term learning mobility of VET learners (10 to 89 days)
- Long-term learning mobility of VET learners - ErasmusPro (90 to 365 days)
- Participation in VET skills competitions (1 to 10 days)
- Short term project for the mobility of staff:
- Job shadowing (2 to 60 days)
- Teaching or training assignments (2 to 365 days)
- Courses and training (2 to 30 days)
2. Accredited projects
Accredited projects allow receiving regular funding for mobility activities contributing to the implementation of an Erasmus Plan. This option is recommended for those organisations willing to plan mobility activities on a regular basis and set a long-term internationalisation strategy.
Requirement: hold an Erasmus accreditation in the field of VET (see next paragraph for further details)
HOW TO APPLY FOR A MOBILITY PROJECT
(TECHINICAL AND GENERAL ASPECTS)
All the above-mentioned initiatives are available on the Erasmus+ and European Solidarity Corps Platform.
To start submitting a proposal and applying for grants on the Platform, it is necessary to:
- Generate an EU Login account
- Generate the Organisation ID, a unique identifier necessary for submitting applications
To learn how to generate these data please consult the Applicant Guides of the European Commission.
To learn more technical aspects regarding the submission of applications on the Platform, please consult the “Apply for grant or accreditation section” of the Applicant Guides.
When designing a mobility activity and before submitting the proposal in the Platform, it should be kept in mind that mobility projects consist of four essential stages:
- Planning
(e.g., defining the learning outcomes, activity formats, development of work programme, schedule of activities)
- Preparation
(e.g., practical arrangements, selection of participants, set up of agreements with partners and participants, linguistic/intercultural/learning and task-related preparation of participants before departure);
- Implementation of the mobility activities
- Follow-up
(e.g., evaluation of the activities, the validation and formal recognition - where applicable - of the learning outcomes of participants during the activity, as well as the dissemination and use of the project's outcomes).
In the following paragraph there will be an explanation on how to deal with these different stages within the short-term projects for the mobility of learner and the accredited projects.
HOW TO APPLY FOR SHORT TERM PROJECTS
Short- or long-term learning mobility allows VET learners to spend time learning abroad with a partner VET provider, in a company, or in another organisation active in the field of VET or the labour market.
The learning period must include a strong work-based component and an individual learning programme must be defined for each participant.
Who can apply? - Organisations providing initial or continuing vocational education and training; - Local and regional public authorities, coordination bodies and other organisations with a role in the field of VET; - Companies and other public or private organisations hosting, training or otherwise working with learners and apprentices in VET. Eligible countries Applicant organisations must be established in an EU Member State or in a third country associated to the Programme. Where to submit an application Applications are submitted to the National Agency of the country where the applicant is established, through the Erasmus+ and European Solidarity Corps Platform Max of participants Maximum of 30 participants |
To be considered for award, applications must obtain at least 60 out of the total 100 points and half of the maximum score points in each of the award criteria categories:
1. Relevance
The project proposal is considered relevant if its objectives are relevant for the objectives of the action (p.87 of the Programme Guide, 2023) and for a set of specific priorities (supporting newcomers and less experienced organisations and supporting participants with fewer opportunities).
2. Quality of project design
Projects are considered of high quality when:
- Its objectives address the needs of the applicant organisation, staff and learners;
- The content of the activities is appropriate for the achievement of the objectives;
- The working plan is clear and realistic;
- The project incorporates environmentally sustainable and responsible practices as well as the use of digital tools (e.g., eTwinning or EPALE).
3. Quality of follow-up actions
To guarantee high quality of the follow-up actions:
- Project tasks and responsibilities should be clearly defined in accordance with Erasmus quality standards;
- The applicant should set a precise action plan to integrate mobility activities’ results in the organisation’s regular work.
- The project should include an appropriate way of evaluating the project outcomes;
- The applicant proposes concrete and effective steps to share the results with other organisations, publicly acknowledging the European Union funding.
Other tips:
- When applying for a short-term learning mobility, it is possible to organise a preparatory visit to the host organisation to better plan the learning mobility;
- Remember to include participants with fewer opportunities within the proposed mobility.
- All mobility projects should integrate the horizontal priorities of the Erasmus+ programme:
- Inclusion and diversity
- Environmentally sustainable and responsible practices
- Digital transformation in education and training
- Participation in democratic life
HOW TO GET THE ACCREDITATION AND APPLY FOR ACCREDITED PROJECTS
On the Erasmus+ and European Solidarity Corps Platform, it is possible to apply for an accreditation for projects in mobility of learners and staff in VET. At the accreditation phase, organisations are asked to submit an Erasmus Plan, a 2–7-year strategy for international cooperation (see next Unit for further details).
Once approved, the accreditation is acquired and organisations will be able to apply for accredited projects. In order to do that, the detailed description of the planned activities is not required, since they are already presented in the Erasmus Plan; therefore, the application will focus only on estimating the budget.
The following budget rules divided for budget categories apply both for short-terms and accredited projects (Programme Guide, 2023). Be sure to check each year the updated Programme Guide since the budget rules could change.
Organisational support
- Covered Activities: costs directly linked to the implementation of mobility activities (preparation, mentoring, monitoring and support of participants during mobility, services, recognition of learning outcomes, sharing results). This category covers the costs incurred by both sending and hosting organisations;
- Rule of allocation: the division of the grant is agreed by the organisations;
- Financing mechanism: unit costs (see Erasmus Guide, 2023 for the exact amount).
Travel
- Covered activities: contribution to the return travel costs of participants and accompanying persons from their place of origin to the venue of the activity;
- Rule of allocation: based on the travel distance and number of persons. The applicant must indicate the air distance between the place of origin and the venue of the activity by using the distance calculator of the European Commission ;
- Financing mechanism: unit costs.
Individual support
- Covered activities: Costs of subsistence for participants and accompanying persons during the activity;
- Financing mechanism: unit costs.
Inclusion support
- Covered activities: costs related to the organisation of mobility activities for participants with fewer opportunities;
- Rule of allocation: based on the number of participants with fewer opportunities;
- Financing mechanism: unit costs.
Inclusion support for participants
- Covered activities: Additional costs directly linked to participants with fewer opportunities and their accompanying persons;
- Financing mechanism: real costs.
Preparatory visits
- Covered activities: costs covering travel and subsistence for participation in a preparatory visit;
- Rule of allocation: based on the number of participants;
- Financing mechanism: unit costs.
Course fees
- Covered activities: costs of enrolment fees for staff mobility format ‘Courses and training’;
- Rule of allocation: based on the duration of the activity;
- Financing mechanism: unit costs.
Linguistic support
- Covered activities: costs of providing language learning materials and training to participants who need to improve the knowledge of the language they will use to receive training during their activity;
- Rule of allocation: based on the number of participants;
- Financing mechanism: contribution to unit costs.
Exceptional costs
- Covered activities: Costs for providing a financial guarantee, if the National Agency asks for it / visa and visa-related costs, residence permits, vaccinations, medical certifications etc;
- Rule of allocation: the request must be justified and approved by the National Agency;
- Financing mechanism: real costs.
True or False
Erasmus can only support mobility activities of the learners and not upskilling activities for the staff
- True
- False
Multiple choice
What is the difference between short-term projects and accredited projects in Erasmus?
- Short term projects require the presentation of an Erasmus Plan and have a shorter duration than accredited projects
- Short term projects allow receiving funding regularly (like accredited projects), but they do not require the submission of an Erasmus Plan
- Short term projects do not require the submission of an Erasmus Plan having a shorter duration than accredited projects, which require a detailed plan
True or False
If you are a newcomer organisation in international WBL, you should apply for an accredited projects instead of short-term projects.
- True
- False
Self-reflection questions
- What did I learn about this topic?
- Do I know which type of Erasmus project is suitable for my organisation?
- Did I understand its main functioning (Who can apply / where to apply / what should include my proposal etc.)?
Activity
The trainer organises a tour de table inviting participants to share needs and expertise of their organisations. The final aim is to support participants in identifying the Erasmus+ funding solution that better suits their needs.
Then, participants are asked to search autonomously for opportunities within the Platform so to get familiar with its functionalities. If any relevant call is open, participants are invited to explore the form while the trainer guide them through the different sections.
The trainer organises a tour de table inviting participants to share needs and expertise of their organisations. The final aim is to support participants in identifying the Erasmus+ funding solution that better suits their needs.
Then, participants are asked to search autonomously for opportunities within the Platform so to get familiar with its functionalities. If any relevant call is open, participants are invited to explore the form while the trainer guide them through the different sections.
Brochure EC for accreditation
Internationalisation strategy in VET
https://blog.leargas.ie/blog/erasmus-plan-strategy-journey
Outgoing mobility
The applicant organisation acts as a sending organisation, selecting participants and sending them to a hosting organisation/enterprise abroad.
Incoming mobility
The objective is to bring in persons who can help develop and internationalise the applicant organisation (upskilling opportunity for internal staff).
Short term projects in KA1
Short-term projects allow financing mobility activities over a period of six to eighteen months.
Accredited projects
Accredited projects allow receiving regular funding for mobility activities contributing to the implementation of an Erasmus Plan.
European Commission (2022), Erasmus+ Programme Guide 2023