Sending Organisation


Hosting organisation


Mobility Manager

Sending organization

Mobility: an added value for your entity! Here below you find Tips and Tools to make your job easier

Organizing a mobility project can appear as a huge challenge! Therefore, we propose a set of Tools to guide and support you during all the different steps of the mobility management. Ready, steady, GO!


To keep in mind all the steps, here find a Checklist with all the tasks to be carried out for a successful project. Use it for the project follow-up!

Golden Rules of your trainee’s Europass CV

In the framework of European projects, it is a good practice to use the Europass CV. Here find the Europass-related official documents provided by CEDEFOP.
To help your trainee to be a good European candidate, follow the instructions and fill in the template together or connect directly on the CEDEFOP's website : !

Do not forget the Application Form! 

Hosting Organization needs have detailed info about the candidate in order to ensure a good quality experience. Ask your trainee to fill in the Application Form being as more precise as possible and send it to the Hosting organization :)
The AF should be sent at least 2 months before the trainee arrival. Please, respect the deadline…

Safety and Security

Safety and Security are key words for ensuring a smooth running of the mobility. It is extremely important for your learner to be covered by a Accident and Civil Liability Insurance policy, valid for all the duration of his/her stay abroad.

Use the Model to certify the enrolment of the learner, enclose a copy of the insurance and send all the documents to the Hosting organization. If the mobility is funded by the Erasmus+ program, the official documents already include information about insurance.

! As to health issues, learners that participate in transnational mobility within EU, can apply for the European Health Insurance Card. The Card provides learners with access to medically necessary, state-provided healthcare during his/her stay in any of the 28 EU countries, Iceland, Liechtenstein, Norway and Switzerland.

Get more info on how to apply for the card at your national health insurance insitutions:

Practical aspects of the trainee’s stay abroad

Hosting organization is usually in charge of managing all the logistics of the stay. It usually provides sending organization with a Voucher, containing all the information about practical aspects (i.e. accommodation, boarding, local transport, transfer, etc.). In case that will not occur, find a template that you can send to the HO in order to collect all the needed information.

! Remind to hand the filled Information Voucher to the learner at least 2 weeks before his/her departure.

Everything in Black on White

To make a project successful, each part has to know clearly what are its own tasks, obligations and responsibilities. The Learning Agreement that you find here could be a starting point for establishing a profitable collaboration between SO, HO and the learner. The model can be adjusted and updated according to each part’s and context needs…
If everyone plays its part, everything is going to be alright ;)

EMaking the communication smooth

This Protocol provides some suggestions on how to ensure a fluid communication among all the key parts and also propose ways to manage jointly administrative aspects of the project using online collaborative tools.

There are many channels to choose, feel free to select the ones that better fit with you and your counterparts’ needs.

! Communication is fundamental in all the project phases with both learner and hosting organization

! Keep in touch with your learner throughout the stay abroad in order to follow-up, monitor and give him/her support (if needed).

Assessing the impact of the mobility

At the end of the mobility, the evaluation is a key step to measure the impact of the mobility on the actors involved. The trend is involving hosting companies, but also learner’s point of view is important.
Ask both learner and hosting organization to give you a feedback on the experience, by filling in the forms below.

! Make sure both learner and organization fill in the evaluations during the last learnership week.

! Evaluation as a chance to improve…we suggest learner and host organization to have a joint evaluation session during the Final Meeting in order to share comments, impressions, feeling and suggestions.

Summing up the project information

Reporting about the project is a shared task! Your job will be easier if your partner provides you with a Final Report: a document that gather all the information related to the mobility.

! The form you find here is just a sample. Feel free to adapt it to your National Agency or funding entity’s requirements.

! The advisable deadline to have the Report back should be at the latest 2 weeks after the return of the learner.

How to issue the Europass Mobility

The Europass is an official document to record knowledge and skills acquired in a transnational EU working experience.
At the end of the traineeship, your learner is entitled to receive a Europass mobility that certificates the learning outcomes acquired during the mobility.
You as sending organization are in charge to start the process to issue the documents, in collaboration with the hosting organization that will fill in the second part of the certificate.
To get more information and instruction on how to generate the Europass Mobility certificate for your learner, please get in contact with the Europass National Centre of your country.

Here find a list of all the NEC: 

Below find an example of the Certificate.