Sending Organisation


Hosting organisation


Mobility Manager

Mobility manager

Here you will find tools to ensure well prepared and meaningful mobilities for all those involved.

Build qualitative Mobility projects

Mobilize the needed actors for your project

Choose a hosting country and partner relevant to the learner’s training project

Depending on your mobility project and on the participants you want to be part of this, you must choose a country responding to your needs and your learners’ one. Choosing a country will influence on the activities and professional competences your participants will learn.
Different platforms exist to get in contact with foreign colleagues.
Here are some tools to help keeping track of your contacts.

Identify with the hosting organization the possible activities to be offered to the learner

Using the companies’ profile and competences grids you can choose what fits better with your mobility project. This will allow the learner to conduct a transfer of professional practices during the mobility.

Present opportunities of mobility in vocational training

Being part of a Erasmus+ mobility is a real opportunity. Thanks to this project in foreign countries each beneficiaries will learn new competences and skills. Presenting these opportunities is a real deal because people will follow you and commit if they find a motivation.
See ERASMUS+ program information

Include mobility in the organization's project and write your European Development Plan

To perpetuate mobility actions in an establishment, it is important to include mobility in its overall project and to measure the expected impact on the structure. It is important that all the staff of the organization identifies one or several "dedicated" referent/s on the project.
See European resources to write your EDP

Define the strategy of project management

To make sure that your project will be lead as well as possible and in a qualitative way we must define :

  • your objectives
  • the expected results
  • the activities to cary in order to achieve them (who will go, where and when ? How will you select the beneficiaries ?)
  • the team that will be dedicated to the project
  • the time frame and the budget

See European resources

Mobilize the pedagogical team and explain the key elements of a good quality mobility

To carry out a mobility project you must involve and work with colleagues directly or indirectly concerned by mobility. Build together how you will prepare, support and evaluate the activities. Explain to them the European Gateway process and the concept of transfer of practices.

Create legal tools to frame the financial, administrative and pedagogical requirements

European programs are very demanding. The constraints and the justifying documents requested must be at most anticipated.

Imagine process and indicators to evaluate the results and mesure the impact of the project

Evaluation is a tool that allows you to :

  • compare the current situation to an initial reference situation (objectives),
  • make recommendations and propose improvements around the project,
  • report to funders and citizens.

See this tutorial made by the UK National Agency on how to define the expected impacts

Evaluate the mobility needs and political priorities

Analyze the existing needs around you : learners but also local partners, etc. See what are the political priorities of the institutions in charge of education and vocational training.

Identify existing networks and platforms

In order to help you build your project, search for platforms where you can find information on funding opportunities, support, existing projects, results, good practices, networks of project managers around you etc. At a local, regional, national and European level.
Check your regional authority’s website

Fund my project

Apply for Erasmus+ funds.
To make your project is sustainable you have to find additional financial help. Your organization can participate as well as your partners. Local funds can be found to complete the Erasmus+ funding.

Write your communication plan

You need to list targets you want to communicate too. Then define the messages you want to spread and the tools to carry them.
Write a short presentation of your project to present to partners and institutions.

Selling mobility

Companies hiring apprentices are often reluctant to let them go on mobility abroad. Here are frequently asked questions and answers.

Explain the elements of a quality mobility and the reasons they should follow the European Gateway mobility process

For companies to become aware of the importance of including mobility in the learner’s training path, it is necessary to:

  • Mention mobility during company visits
  • Presenting mobility at meetings with the tutors

The main argument to convince them lies in the benefits acquired threw the transfer of professional practices between companies. Refer to the toolkit transfer of practices, the Community page and to the Training supports for companies provided.

Selling mobility and explain the concept of transfer of practices

You need to explain to the learner his interest in doing a European mobility and the importance of inserting it in his training path thanks to the transfer of practices method and tools.
You can either show the testimonies videos and posts on the European Gateway platform or the explanations in the transfer of practices part

Include the mobility in the learner’s training path

It is important to plan the mobility in the training program as an on-the-job period abroad to experience his skills, competences and professional practices. This must be prepared many weeks before the mobility.

Imagine the process and means of linguistic and cultural preparation

Organizing a good linguistic and cultural preparation will allow your learners to perfect in language and will give them the ways to adapt to cultural differences. It is an essential part of the project in order to ensure a successful mobility and to secure the learner.
You can accompany the learner use the tools provided on his dedicated European Gateway Page.

Lead qualitative Mobility projects

Here are some tools to help you send and host learners in the best conditions

Outgoing mobility

Include mobility in training

When the dates of mobility are determined, the whole teaching team must be informed so that they can adapt their training program: it must be anticipated that the participant will be absent on these dates. It is also interesting that the other trainers include mobility in their teaching (language courses, history/geography courses, applied arts workshops, etc).

Foreign language vocational courses

Before departure, it is essential to provide foreign language courses so that young people know vocabulary relating to everyday life and their professional traineeship. These courses can be given in-house or outsourced.

For long mobilities, the Erasmus+ Agency has set up an online evaluation and course platform: the OLS platform. It is necessary to get closer to the holder of the mobility project so that he registers the learner on the OLS platform.

Search for host country information

To familiarize departing learners with their host environment, they must be accompanied to seek information on the country concerned (to be planned in collaboration with the other trainers).

See tools of the Toolkit Learner.

Checklist of administrative procedures to be done before

Depending on the country, there are different administrative procedures to be carried out before the learners leave. Here is an example of an administrative checklist you can adapt to your situation (depending on the contract signed with the funds provider).

Information meeting for beneficiaries and families on the logistical arrangements for the trip

It is necessary to organize a meeting with the learners (and their families) to explain the practical modalities of the trip (accommodation, transport, catering, free time management, etc.)
You can also send information letters to the families and the sending organization, see examples here.

Help preparing the transfer of practices

With the learner: in order to support the learner in his transfer of professional practice, you can refer to the toolkits of the European Gateway platform. 

With the company: in order to accompany the transfer of professional practices, the sending company must be approached to complete the first part of the questionnaire "Qualitative evaluation of the transfer of practices".

Practical and administrative management

On the spot, the accompanying person must be a facilitator to manage transport, accommodation, catering and relations and/or relations with the host partners. He must also be present to resolve conflict situations that may arise during the internship or any problems related to health and welfare. The accompanying person must also take care of the administrative constraints linked to the financiers

Support for the transfer of professional practices

On site, it is necessary to carry out a personal follow-up on the course for each participant, in direct contact with the host companies.
This is reflected in the organization of two on-site visits: one at the beginning of mobility (integration) and one at the end (evaluation).
In order to support the young person in his transfer of professional practice, you can refer to the tools of the European Gateway platform.

Organization of cultural, social and civic activities

During mobility, activities must be carried out to develop transversal skills (cultural visits, activities, meetings between peers, etc.). You can support the learner using is dedicated page on the European Gateway platform.

Evaluation of professional mobility skills

As part of the work placement, there are several ways to assess the skills acquired with the host company. According to your project leader's recommendations, you will be asked to complete formalization documents. Here are some examples (Option mobility sheet Bac Pro, Europass, etc).

Evaluation of transversal skills developed in mobility

In the context of mobility, the beneficiary develops transversal skills that it is interesting to be able to evaluate. For this there are many tools and websites.

Evaluation of the transfer of professional practices and general evaluation

In order to accompany the learner in evaluating the transfer of professional practice, you can refer to the tools of the European Gateway platform.

Here is a model to conduct a general evaluation of the learner’s mobility.

Results and Impact Assessment

Here is the time to measure the results obtained after the activity of mobility and the impact for the learner, his family, his environment, etc. Measure the difference between what you have imagined while building your project and now.

Promotion of the mobility experience

Help the learner upgrade his CV and other tools with his new experience and competencies. You can help him fill in his Europass. In order to perpetuate his experience, encourage him to post it on the European Gateway Community page.

Promotion of the results of mobility

Organizing events of restitution with the partners is essential (ex: Europass ceremony). Learners can meet each other during this events and talk about their mobility experience and feelings. Do not forget to communicate on the networks identified before!

Measure of the impact of the mobility for the sending Organization

Ask the sending organization about changes seen after mobility : individual behaviour of the learner, professional techniques brought back, etc.
Encourage them to post their profile on the European Gateway Community.

Incoming mobility

Responding to solicitations

Start by reassuring the applicant by sending him my PIC NUMBER which validates the recognition of the host organization by Erasmus +.

Send a brochure on the activities carried out by my organization, giving references and examples of mobility already carried out.

Contract the request by sending a warrant or the "invitation" letter.

Promoting the incoming mobility activity in my centre

Outside "word of mouth" through networking through shared knowledge.

The consultation of the site 2e2f makes it possible to target the partners who had an agreement for a mobility in a targeted country.

Establish mailings targeting the known mobility references by a listing provided by the territories and/or training organizations.

Use social networks by communicating on current mobilities.
Use sites to advertise internship opportunities.

Building a mobility program to promote the transfer of professional practices

The attached checklist allows you to take into account the necessary steps to define the needs of young people.

Ask for the list of business activities for the future beneficiaries.

To exchange upstream with the beneficiaries to finalize its needs by skype.

Anticipate and search well in advance the companies to send to the beneficiaries the activities they will carry out in the host company.

Organizing reception logistics

A welcoming reception which can integrate the cultural and linguistic preparation must be organized to frame the stay (habits and customs, language...).
To carry out a successful mobility, a Residence Planning Kit can be provided to formalize the mobility.

Supporting / Supervising incoming mobility

Supported and supervised by the job description of the "mentor" the supervisor responsible for the host company.

The attendance of the beneficiary in the host company can be validated by the time validation document.

Group Life Charter

Be reactive in case of failure during the internship period.

Be available 24/7 to reassure beneficiaries.

Supporting and facilitating incoming mobility outside the professional times

Planning of the stay integrating cultural activities and discovery of the local culture of the country. Formalize regulation times (assessment,...) to find solutions and reassure beneficiaries following tensions inherent to mobility and group life.

Diagnostic Mobility Assessment

For continuous improvement of mobility, an assessment tool is needed.

Evaluating mobility qualitatively

Each beneficiary must be able to assess its mobility qualitatively.

Promoting Mobility

To enhance the mobility experienced, and to keep in touch, an article, a video can be broadcast via a website!!!!

Measure of the impact of the mobility for the hosting organization

You must ask the hosting organization about changes seen after mobility: individual behaviour of the learner, professional techniques brought in, etc.
Encourage them to post their profile on the European Gateway Community.

Make it suitable !

Evaluate the involvment of the hosting organization in the mobility process
Encourage the hosting organization to create a personal account and post their profile as receiving organization in the European Gateway Community Page ! If they do so, you will be able to measure the quality of its involvment in the project thanks to objective criteria. It will grant the organization a European Gateway Medal.
With time and experience, if the quality of their hosting is improving, they can update their post so you can grant them a new Medal !

Evaluate the general relations with the hosting organization

You must ask yourself: How was the communication? Did the activities correspond to what was planned? What are the key elements of success for this partnership? What do you think should be continued, stopped, developed?
These answers will help you find what points work and where you must improve yourself next time with the organization of the project.

Share results of the individual mobilities and of the project in general with the hosting organization

Encourage your beneficiaries to talk about their mobility experience in the Community Page. It can convince others to take part in such an adventure !

Mesure if the objectives and expected results have been achieved

Take time for analyzing your results after the mobility took place, it will be essential to see if you achieved your goal or if you need to improve something to get there next time.

Mesure the impact of the project for your organization

Did it bring any changes in your team? Are they more motivated about new way of teaching, or in the trainings proposed? Are they more united?

Measure the impact of the project for your territory

To make sure your project and your partnership is sustainable you must talk with your partners about what they think of it and if they have new ideas for the development of the project.
You must think about their involment on the project What did the partners think of this project? Were they involved in the activities? In the events? Were they curious? Did it bring new ideas of development/cooperation?

Promote the results of my project

You must organize events of restitution with the partners and share your results on your networks.

Measure the impact of the project for the sending organization

Have they understood the quality method European Gateway? Are they willing to apply it?

Evaluate the involvment of the hosting organization in the mobility process
Encourage the sending organization to create a personal account and post their profile in the European Gateway Community Page ! If they do so, you will be able to measure the quality of its involvment in the project thanks to objective criteria. It will grant the organization a European Gateway Medal.
With time and experience, if the quality of their sending is improving, they can update their post so you can grant them a new Medal !

Mesure the impact of the project for learners

You can create enquiries to measure their feelings after their return of mobility (personally and professionally).
Keep in touch with them to ask them few months/years after how they used their mobility experience for their professional insertion.