Let´s get started

Are you new to Erasmus+? Maybe you´re in need of a refresher to improve and expand your current Erasmus+ project.

Either way, the Definitive Guide to Erasmus+ Funding (for Vocational Learners) provides every step necessary to successfully plan, apply for and execute your Erasmus+ project – all in one place!

Fill out the form below to download your exclusive copy of the guide (with bonus content) to review offline in your own time. Are you ready to deep dive into Erasmus+ funding opportunities? Then continue your journey below.

Introduction

The demand for international training & 21st century skills is accelerating 

We live in a rapidly changing world. Where 21st century skills and training experiences will play a key role in the skillset of young people and will make the difference for job opportunities in years to come. 

The impact of Covid-19 and lockdowns has catapulted the whole world into the future of technology.
Suddenly companies all over the world have been catapulted into a new age of digitalization of processes.

This is why Erasmus+ mobilities are focused on teaching 21st century skills to meet the demands of a ever more digitalized work environment.

Erasmus+ funding for training & teaching has never been more accessible than now.

Erasmus+ funding for 2021-2027 has been announced to double. 

This means from 2021 onwards there amount available on Erasmus+ mobilities will double which will increase the number of available funding two fold. This will mean more than 1 million additional funding opportunities will become available. There has never been a better opportunity to start an Erasmus+ project at your organization or increase the reach of your existing Erasmus+ project.

Teachers and Educators are superheroes and are busy enough teaching and prepping their students for their life. The following chapters will make sure you get the most out of Erasmus+.

Let´s dive in.

Defining your Erasmus+ project

If you are planning an Erasmus+ project for the first time and are looking to introduce Erasmus+ at your school or whether you have already got a successful Erasmus+ project at your school and want to build on it, please contact us.

You can always diversify your portfolio with amazing international partners. There is always room for learning and improvement and many ways how to improve your Erasmus+ project.

If you have never applied for Erasmus+ before you can download our free ebook on which Erasmus+ program is right for your school?, and lot´s more great bonus materials to get you started straight away.

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Erasmus+ Project Planning

In order to build the best Erasmus+ project, project planning (defining Erasmus+ mobility needs, knowing your trainees needs, and selection criteria on who to send on Erasmus+ training) is critical.

Finding and clearly defining the needs of your Erasmus+ project is  the first crucial step on your Erasmus+ project journey.In order to do this your school should nominate 1 Erasmus+ project manager, who will be the main driver of the application. This can also be a team but there should be 1 person who is the main organizer. 

Often the school administration is to busy for this, so usually we have found this is a dedicated, motivated teacher / employee at your institution. The key is to have 1 project driver who can coordinate other stakeholders (usually school administration and several other head teachers) to make the Erasmus+ application a success.

To guide the Erasmus+ project planning, it´s helpful to clearly define the goals of your Erasmus+ mobility.

Follow these steps to develop your Erasmus+ project goal:


1) Define how many students you want to send on Erasmus+
Start by defining how many students you want to send on Erasmus+ mobility. 

This should be in line with your schools size and capacity of managing the Erasmus+ project. 

For small schools and complete first timers who are planning to do the project management and documentation by themselves we recommend to apply for no more than 30 Erasmus+ mobilities. This will mean your project won´t be overwhelming for you to manage and also increase your chance of receiving funding the first time you apply. If your school is a bigger institution you can of course easily apply for a significantly bigger amount of Erasmus+ funding. You can reach out to us to give you an idea about typical funding applications for your size of school.

Luckily there is lot´s of great support out there on how to  increase your schools capacity of managing an Erasmus+ project.

2) Define your participant profile:
Decide on the type of trainee or student you want to send on Erasmus+.
Here it´s important to check which students would benefit most from an international training experience such as Erasmus+? Which educational field(s) are they in?

How old are they? (We recommend sending older semesters, who will benefit the most) 

How motivated are they? (We recommend sending most motivated students, since a candidates motivation is the key factor on making Erasmus+ a success) and how much will they benefit from the experience overall.

3) Decide on where the Erasmus+ trainings should take place:

Depending on your students profile and scope of training needed we recommend different destinations for your students. Especially if you are looking to send students for the first time we recommend the safest Erasmus+ destinations in Europe. Or if your students are in for an adventure you can check the most exotic Erasmus+ destinations available. Or check out the top 10 Erasmus+ cities in Europe.

4) Define the scope of the Erasmus+ training:

Here you define what kind of training scope the project will have.
The training has to be relevant and needs to fit your student´s current field of education.
Example: If your students are construction workers they should be doing a traineeship at a construction company. If they are designers they should work in an office assisting with design needs.

5) Define the duration of the Erasmus+ mobility
Erasmus+ stays start from 2 weeks onwards and can last up to 6 months.
Most commonly durations are 2-12 weeks for bigger groups travelling together and 12 weeks to 6 months or longer for smaller groups who decide to add a “semester abroad” of international experience after their education has finished.

Pro-tip: Only involve a small team in the planning stage

One of the best ways to never get the Erasmus+ project going is to overanalyze by involving everyone at the project planning stage. Experience has shown that it´s best to define the project first in a core group and then present it to students and parents. Projects where the project leaders have asked for input from everyone at the beginning of the planning stage have a much higher risk of paralysis through analysis.

It is recommended to have a defined/safe plan you and your organization are comfortable with first before announcing your plans to the public.

Once you are clear about your Erasmus+ project goal you are ready to apply for Erasmus+ funding.

Here are a few bonus articles to help you out:

Applying for Erasmus+ funding

If you have never done it before creating a successful Erasmus+ application is a challenge.

The best ways to go about it is:

  1. ask for help

As a first port of call you should ask around for people with experience in applying for Erasmus+.
The ideal scenario is to find a colleague at your own school who has applied for Erasmus+ or former Comenius funding in the past. This will give you a base to work from. If your school has never applied for Erasmus+ (or Comenius) before, you will have to look elsewhere.

Most colleagues at other schools will be happy to give you guidance on how to apply for Erasmus+ funding and share their experience with you. 

If you are planning to reach out to colleagues make sure that their school type matches your school type, so you immediately know that your school is eligible for the same funding they applied for. 

If you are ready to go and have a concrete plan for your Erasmus+ project – you can of course also get in touch with an agency (like us) to help with your application. 😊
We will be happy to guide you.

  • Attend a webinar/seminar given by your Erasmus+ national agency


Each Erasmus+ member country has at least one national agency. The national agency is in charge of giving guidance on how to apply for Erasmus+ and will be the port of call for you when your Erasmus+ project has been funded. They are in charge of collecting all Erasmus+ documents and keeping track of your project. They are usually very happy to explain the basics for applying for Erasmus+ and show you how a best practice project looks like.

Your Erasmus+ National agency will also be in charge of the administration side such as paying out funding amounts and checking if your documents are all correct.

Here is a list of Erasmus+ agencies for each member country.

We highly recommend attending letting your Erasmus+ National Agency know, that you are applying for one of their Key Actions. Feel free to approach them via email and ask for useful information and documents to help you get your application off the ground successfully. The National Agency is on your side and will help and guide you through the process with helpful information.

You can attend a Erasmus+ webinar, a Erasmus+ meeting and get access to great information from your National Agency and even ask direct questions to a responsible person for your school and region. We recommend reaching out early because they do receive a lot of questions and (especially during times closer to Erasmus+ deadlines) can  get very busy dealing with all kinds of requests.

One of the most helpful “features” of an Erasmus+ National agency is that you can book a “final check” meeting with an Erasmus+ National Agency staff member, which we highly recommend.

Once you are happy with your application make sure to book an appointment for a “final check” of your application documents at least 3 weeks before the application deadline, to go through your Erasmus+ application together with a member of the National Agency and optimize your chances of Erasmus+ funding.

  • Get a blueprint

If you are lucky you might get to take a sneaky peek at another Erasmus+ application. Each applicant is in a way competing for Erasmus+ funds, so experience shows that it´s quite hard to find good advice on how to write the Erasmus+ application.

If you are considering working with an agency you will be able to get optimal help. Especially for first time applicants this is often an easy choice. An agency will offer Erasmus+ application blueprints, step by step instructions and will guide you through the application process. Ideally you should try to work with an agency with experience with Erasmus+ applications from your country and a proven track record of success. Agencies will be willing to work with you, especially if you decide to do business with them in the future, provided your application is successful.

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  • Start working on your application

After following step 1-3 you are now fully prepared to start working on your application.

You are probably asking yourself how much time this will take you?

We are happy to give you a guideline.

Our experience with over 100 applications yearly has shown that the first application for a school will take the longest. Once you have written a successful application in the first year, you will only need to adapt and update the application each year, so it will be much easier once your project is successfully running.


To give you an idea how long it can take, to write a successful Erasmus+ application we can give you a real world example:

The fastest time ever recorded (by Traveledventures) to whip up a successful Erasmus+ application took a little over 3 hours. 


Our record braking teacher actually received our blueprint 1 day before the funding deadline and whipped out a surprisingly good application in just under 3 hours in the evening after school. She then sent the draft over to us and we offered to final check the application and gave some final suggestions on how to improve it.

The teacher then took another free period (around 40 minutes) the next morning to improve the application with our final suggestions and submitted the application just with an hour to spare before the deadline at midday.

So this is the fastest example of an Erasmus+ application ever done in the history (known to us) of Erasmus+ applications. It proves that – under extreme time pressure – it can be done in a little more than 3 hours.


But not everyone is a miracle worker and can write an entire application in a bit more than 3 hours.

So how long does it realistically take to write a Erasmus+ application?

Most commonly Erasmus+ applicants start the writing process at least 3 months before the funding deadline and spend around 10-12 hours to complete the application. This includes a normal amount of checking and revising by using the available support-material and help.

The best support material to use for an Erasmus+ application:

  • 1) Understand the characteristics of a quality Erasmus+ program

A great Erasmus+ project typically follows characteristics.

  • 2) Have step by step instructions ready

Step by step instructions will help you streamline the process and make sure that you don´t forget anything important. Download step by step instructions here.

  • Write your application by leaning from a previous successful application

Here it´s best if you already have model application from someone else.

Use the model application to create an individualized/personalized Erasmus+ application for your school taking into account your Erasmus+ project plan.

When writing always keep in mind the most common expected outcomes of an Erasmus+ project

  • Go through each section of your Erasmus+ application with a checklist


    Once you have written your own application, use a checklist to make sure you have all main funding criteria covered.

After submitting your application your application will be marked by independent markers of your national agency. The marking process is very similar to when you mark a school project or essay. Each question will be weighed against the criteria set out by Erasmus+. Markers have to stick to general criteria, so it´s best to make sure that you have all these checkboxes covered.

Once you have gone through the checklist you are ready for your final review.
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For further information on how to successfully apply for Erasmus+ funding or to improve your current application, please contact us.

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Erasmus+ Project Application: Get free access to best step by step instructions and best practice examples from over 100 applications per year.

Here is some gold to make your application a great success.

If you are planning to improve your application please download our e-book here.

5) Have an expert go through your application before submitting your Erasmus+ application

Before submitting the application it is advised to book an appointment with your National Agency for a “final check”.

During this final check a member of your national agency will sit down with you to systematically check your application. You will learn about the strengths and weaknesses of your application and will be able to still change/adapt to any weaknesses before submitting the application.

If you are working with an agency/provider you can also book an appointment for a final check with them, before the final check with the national agency.


6) Submit your Erasmus+ application before the deadline.

Especially during the week leading up to the Erasmus+ funding deadline servers are notoriously slow. This is why we recommend having your Erasmus+ application submitted at least 1 week before the deadline.

If you should encounter any problems with uploading your application you can print off the application manually and send it to your national agency via E-Mail.

7) Wait and hope for a positive result 😉

Once you have submitted your application – it´s time to wait for your results. Depending on the type of deadline and how well the National Agency is coping with the workload, it takes around 3 to 4 months to receive a decision.

If you have followed all the steps in this guide, you will have made sure to have maximized your chances and hopefully receive a positive funding decision a few months down the track which then will give you funding to start organizing your Erasmus+ project.

Start organising your Erasmus+ project

Once you have received a positive funding result, it´s time to execute your Erasmus+ project.

This can be done either by using one or more of the best Erasmus+ agencies in Europe or can also be done entirely by yourself. To learn more about how to best execute an Erasmus+ mobility, see real life project examples and the best tips & tricks to run your project, please get in touch.