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Your complete step-by-step guide to securing Erasmus+ funding for professional development abroad. From eligibility checks to final reporting.
Preparing your Erasmus+ staff mobility application
If you've ever felt intimidated by EU funding applications, you're not alone. The mere mention of "European Commission bureaucracy" sends shivers down many spines. But here's the good news: the Erasmus+ staff mobility application process, while structured, is far more approachable than most people expect. Hundreds of thousands of educators successfully navigate it every year—and you can too.
The first thing to understand is that Erasmus+ operates fundamentally differently from most grant programmes. You won't be filling out lengthy applications to Brussels, competing against thousands of other hopeful individuals. Instead, the funding flows through institutions. Your school or organization holds the grant, and you participate as part of their approved mobility plan. This institutional approach actually works in your favor—much of the bureaucratic heavy lifting happens at the organizational level, not on your shoulders.
This guide walks you through every step of the process, from determining whether you're eligible to making the most of your experience after you return. Whether you're a first-time applicant or looking to streamline repeat participation, you'll find practical, actionable guidance here.
Let's dispel the biggest myth right away: the Erasmus+ application process is not an impenetrable bureaucratic fortress. Yes, there's paperwork. Yes, there are deadlines. But the European Commission has invested significant effort in making the process accessible. The real barriers to participation are usually awareness (many eligible educators simply don't know about the programme) and initiative (taking that first step to engage with your institution's coordinator).
Consider this: in the current programme period, the EU aims to support the mobility of 10% of all school staff across Europe. That's not a programme designed to be exclusive—it's designed to be inclusive on a massive scale. The system wants you to participate. Your job is simply to navigate the process correctly.
The application journey can be broken down into distinct phases, each with its own tasks and timeline. Understanding this roadmap helps you plan effectively and avoid last-minute stress.
Timeline: Start here, 6+ months before mobility
Before anything else, you need to establish whether your institution can participate in Erasmus+ staff mobility. This isn't about your personal eligibility—it's about your organization's status in the programme.
For schools: Check if your school has Erasmus+ accreditation. Accredited schools receive annual funding specifically for staff mobility. If your school isn't accredited, don't despair—there are alternatives. Your school might be part of a consortium (a group of schools sharing one accreditation), or they could apply for a short-term KA1 project. Some teachers also participate through their Ministry of Education's centralized mobility programmes.
Action step: Identify your institution's Erasmus+ coordinator. This person (sometimes called international coordinator) manages all EU mobility programmes. They're your primary contact throughout the process. If you don't know who this is, ask your principal or HR department.
Timeline: 5-6 months before mobility
This step is often rushed, but it's crucial for both your application's success and the actual value you'll get from your mobility. Generic goals like "improve my teaching" won't cut it. You need specificity.
Start by reflecting honestly on your professional situation. Where are your knowledge gaps? What challenges do you face in your daily work? What skills would make the biggest difference for your students? Strong applications connect personal development needs with institutional priorities and broader European education goals.
Example of weak goal: "I want to learn about digital tools."
Example of strong goal: "I want to develop competencies in using AI-assisted differentiation tools to better support the diverse learning needs in my inclusive classroom, particularly for students with dyslexia who represent 15% of my current class."
Planning your mobility with clear professional development goals
Timeline: 4-5 months before mobility
Now comes the exciting part—browsing the wealth of opportunities available. Whether you're looking for a structured course, job shadowing opportunity, or staff training event, there's something out there that matches your goals.
For structured courses: Browse course catalogues from registered Erasmus+ providers. Pay attention to the course content, methodology, and participant reviews if available. Consider the location and timing—some destinations are more popular (and book up faster) than others. A course in Barcelona in June will fill up months before a similar course in Vilnius in November.
For job shadowing: You'll need to identify and contact potential host institutions directly. This requires more initiative but offers unparalleled flexibility. Look for institutions doing interesting work in your area of interest. LinkedIn, professional networks, and your coordinator's contacts can all help.
Cost considerations: Typical course fees range from €400-€800 (covered by Erasmus+ up to €800 for 10 days). Total mobility cost including travel and accommodation: €1,560-€3,130 depending on destination.
Timeline: 3-4 months before mobility
Your internal application will typically require several documents. While requirements vary by institution, most ask for:
Budget planning: Include estimated costs in your application: travel (€180-€530 based on distance), accommodation & meals (€140-€180/day × duration), course fees (up to €800).
Timeline: 2-3 months before mobility
Submit your application through your institution's internal process before their deadline—which is typically weeks or months before your intended mobility date. Selection processes vary: some institutions use a simple first-come-first-served approach; others have selection committees that evaluate applications against criteria.
Selection criteria typically include: Alignment with institutional priorities, clarity of learning objectives, fairness (ensuring opportunities are distributed), quality of proposed activity, and your commitment to dissemination afterwards.
If selected, you'll receive confirmation and sign a grant agreement with your institution. This is your official "green light." Don't make any non-refundable bookings until you receive this confirmation.
Timeline: Final weeks and post-mobility
With approval secured, handle the logistics: book travel and accommodation, ensure you have appropriate insurance (EHIC for EU destinations, plus travel insurance), and complete any pre-departure requirements your institution specifies. Prepare for your activity by researching your destination and coming with thoughtful questions.
During your mobility, engage fully. Take notes, collect resources, build relationships. After returning, you have mandatory reporting obligations: the EU Survey must be completed within 30 days, and your institution may require additional reports. Don't treat this as bureaucratic box-ticking—it's your opportunity to reflect on and articulate what you learned.
Final steps: Submit expense claims (keep all receipts!), complete dissemination activities (present to colleagues), and implement what you learned. Timeline: 30-60 days post-mobility.
Explore specialized training opportunities by season and destination
Intensive summer programs combining professional development with European cultural immersion.
Cozy winter sessions focused on reflective teaching practices and skill enhancement.
Exclusive training programs in the beautiful coastal city of Larnaca, Cyprus.
Ancient wisdom meets modern pedagogy in the heart of Athens, Greece.
After supporting thousands of educators through the application process, we've identified the most common stumbling blocks. Forewarned is forearmed.
Missing internal deadlines
Your institution's deadline may be months before your mobility. Add it to your calendar the moment you learn it.
Generic applications
Tailor everything. Reference your institution's EDP, use specific examples, show you've researched the activity.
Forgetting the EU Survey
Set a reminder for 30 days post-return. Failure to complete it can affect your institution's future funding.
Booking before approval
Wait for written confirmation before making non-refundable purchases. Patience protects your wallet.
Weak follow-through
Plan your dissemination before you go. The impact phase is where real value is created.
Going it alone
Your coordinator is there to help. Use them. No question is too basic.
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No, Erasmus+ funding is institutional. Teachers must apply through their school's Erasmus+ coordinator. Your institution submits the project application to the National Agency, and you participate as part of that project.
Your school can apply for accreditation (annual application rounds in October). Alternatively, non-accredited schools can participate in short-term KA1 projects or join a consortium led by an accredited institution.
From initial planning to mobility, expect 4-6 months minimum. Accreditation applications take longer (6-9 months). Start at least 6 months before your intended mobility date.
Typically: Europass CV, Mobility Agreement, letter of motivation, course confirmation, and institutional approval. Some National Agencies have additional requirements - check with your coordinator.
You can choose courses from registered Erasmus+ providers. The course must align with your institution's European Development Plan and your professional development needs. Your coordinator approves final selections.
Contact your coordinator immediately. Cancellation policies vary - some costs may be covered for valid reasons (illness, family emergency). Force majeure situations have special provisions.
Average costs: Travel €180-€530, Daily allowance €140-€180/day for 7-10 days (€980-€1,800), Course fees €400-€800. Total: €1,560-€3,130 depending on destination and duration.
For accredited schools: rolling applications throughout the year. For short-term KA1 projects: usually February and October. Check with your National Agency for specific dates.
Begin with our eligibility checker, then browse available courses to find your perfect mobility opportunity.