With this step by step guide we want to make your application process smooth, easy and successful. Please be aware that this is just our recommendation & inspiration and that it might not be complete. Also there might be slightly different procedures or priorities according to your country, so please double check with the checklist on your application form and with releases on the website of your country’s national agency.
Along the process there might come up questions you cannot solve yourself. If you are confused with something or lack an information, you can either look if you find an answer in the Erasmus+ programme guide (consider only Key activity 1 and ignore the rest) or on the UK Erasmus+ website which is very clear and well-structured or call the national agency of your country. Our experience is that the staff of the national agencies are extremely friendly and helpful.
On pp. 23 ff. of the programme guide you find all details of eligibility.
Please check out the website of your National Agency if you apply in the fields of higher education, schools, vocational education and training or youth. The procedure is the same, but there are slightly differente application-forms to be taken.
This is the e-forms in English. You can also download e-forms in your own language from the website of your national agency. The e-form you need should either be called something with Key action 1 or mobility for education staff.
You will need the latest version of Acrobat reader to open the e-form. If you don’t have it download it for free from the adobe website.
The deadline for your proposal is 4th of March 2014 (12:00am CET)
Here you have a quick and easy visualized overview about the basic structure of Erasmus+ mobility funding:
The work you’ll have to do is:
The registration at the EU databases will take you about 45 minutes.
For writing the application we estimate it will take you about 3-5 days of concentrated work. It varies of course according to the amount of mobilities you apply for, the clarity about the needs of your organization and the experience in writing EU proposals. And it is just OUR estimation. To be on the safe side do yourself and your organization the favour to leave plenty time towards the deadline in order not to bring you into unnecessary pressure in case it takes longer than you thought. The deadline is binding, so handing in your proposal one minute late means you’ll have to wait for another year :-(.
This is a summary of the questions to get a first impression of what is expecting you:
Have a look at the questions asked in the e-form. Don’t get confused with sections that deal with project partners etc., some questions are not relevant if you merely want to apply to send your staff to a few courses; it is just one form for several purposes, also for more complex projects. And: don’t think you need to do all they propose, keep your measures to ensure quality and dissemination etc light and simple and in a healthy balance to what you apply for.
First one person of your organization has to register as a person at ECAS (European Commission Authentication Service). Then you can register your organisation at URF (Unique Registration Facility)which will lead you to the Education, Audio-visual, Culture, Citizenship and Volunteering Participant Portal where you will get a registration number, called PIC. You need this number to apply. You can use your PIC for all future proposals. The PIC of the Visionauts (who are registered under the Name of “Netzwerk für gesellschaftliche Innovationen e.V.”) is: 947161836
In case you need more help, find here a registration guide
Get clarity about what you want to learn (your staff, your freelancers, your volunteers) and how this fits into your general organizational strategy for the next two years. Go through the e-form and collect all the questions that need to be discussed with others. Discuss and brainstorm before you start writing. This makes the writing a lot faster and easier.
If you write the application with others we recommend you to copy all questions to a google drive document, answer all questions in this document and only copy the answers to the online application form at the very end. (You are welcome to make a copy of this google-doc (for adult education staff mobility – english), update it with the questions in your language and share it with us.)
This might help you in that process:
Make sure that each section of the application form is completed in full and that the activities conform to the Erasmus+ guidelines and the eligibility criteria (target group, placement duration, partners and financial provisions). You should make sure that each answer refers to the question asked, avoid duplicating information and ensure consistency and clarity. Think of yourself being an assessor and imagine how you would like the application to be written -clearly structured and easy to understand. Remember to proofread your application.
EU assesments – in order to give same chances to everybody – are very formalized. So be aware that they are very strict about formal criteria such as having filled out every question (in case of doubt, better write something stupid than nothing) and handing the proposal in in time with all extras. So check very carefully about all those details, it is very annoying to get a rejection of your application just because you forgot to answer one question or to hand in one little extra paper. There’s a checklist at the end of the e-form to assist you here.
Click the ‘Submit Online’ button. Save the final completed version of the eForm on your desktop in case of any technical issues with submission. We keep our fingers crossed.
Celebrating? We assume you will know how to do that best :-)
Let us know for what workshops and how many people you applied here. We will unbindingly reserve course/conference places for you and keep you updated about new information about the courses.
Please inform us about the result of your application, no matter if it is a approval or a rejection as soon as you get a feedback from the EU.
Book the courses you/your staff want to attend, best before July 1st in order to profit from the earlybird offer.
Enjoy an amazing learning experience with us!
If you find any mistakes in this guide please let us know :-) Thanks!