The Definitive Guide to Erasmus+ Job Shadowing for Staff

Job shadowing is a structured professional development activity where an individual from one organisation spends time observing a professional peer in another organisation, typically in a different country. Within the Erasmus+ framework, it is a specific type of staff mobility designed for learning through observation rather than hands-on work. Participants shadow their counterparts to understand different work methods, institutional cultures, and educational systems. It is not a teaching assignment or a holiday; it's a short-term immersion into a different professional reality, governed by clear learning objectives.

Sending Organisation

The school, VET provider, or other eligible institution that applies for funding and sends its staff members abroad.

Host Organisation

The partner school, company, or institution in another country that agrees to receive the participant and host the job shadowing activity.

Mobility Participant

The individual teacher, trainer, manager, or other staff member undertaking the job shadowing experience.

Learning Agreement

A critical document signed by the participant, sending organisation, and host organisation. It outlines the goals, expected learning outcomes, and a detailed programme for the mobility period, ensuring a high-quality experience.

Investing time and resources into organising staff mobility yields significant returns that extend far beyond the individual participant. A well-executed job shadowing project can act as a catalyst for institutional modernisation, improving the quality of teaching and training for years to come.

• **For Individual Staff (Teachers & Trainers):** Participants gain fresh perspectives on teaching methodologies, discover new tools and digital technologies, improve their language competencies, and build a valuable international network. This often leads to increased motivation, job satisfaction, and a renewed passion for their profession.
• **For the Institution (School/VET Provider):** Job shadowing is a powerful engine for internationalisation. It helps institutions innovate their curriculum, adopt modern management techniques, and enhance quality assurance processes. The knowledge brought back can be disseminated to the entire staff, creating a ripple effect of improvement and fostering a more open, dynamic organisational culture.
• **For Students:** While students don't participate directly, they are the ultimate beneficiaries. They profit from their teachers' enhanced skills, increased motivation, and the integration of new, international perspectives into the classroom. This prepares them better for a globalised world and can inspire them to pursue their own mobility opportunities in the future.

Erasmus+ job shadowing is open to a wide range of staff members within the fields of school education, vocational education and training (VET), and adult education. The key criterion is that the mobility must be relevant to the participant's role and contribute to the strategic goals of their sending institution.

Participation is not limited to teaching staff. Any employee whose professional development abroad can contribute to the institution's European Development Plan is a potential candidate.

The Erasmus+ grant makes job shadowing financially accessible, but securing it requires a well-prepared application. Institutions have two primary pathways for funding: short-term projects for newcomers, or the long-term Erasmus+ Accreditation for those with a strategic vision for internationalisation. The annual deadline for both is typically in late February.

1. 1
   Step 1: Obtain an Organisation ID (OID)

   Before you can apply, your institution must be registered on the European Commission's portal to receive an OID. This unique identifier is used in all Erasmus+ applications.

2. 2
   Step 2: Choose Your Project Type: KA122 vs. KA121

   Short-term projects (KA122-VET, SCH, ADU) are ideal for single projects or for organisations new to Erasmus+. Erasmus+ Accreditation (KA121) is for institutions with a long-term internationalisation strategy, granting simplified access to funding for seven years.

3. 3
   Step 3: Define Your 'Erasmus Plan'

   This is the core of your application. You must clearly define your institution's needs, set objectives for your mobility project(s), and explain how these activities will improve quality and align with your long-term goals. This plan demonstrates the strategic value of the mobility.

4. 4
   Step 4: Find Host Partners (Or an Intermediary)

   Your application is stronger if you can show you have potential host partners in mind who can meet your learning objectives. You can search on platforms like ESEP or partner with an intermediary organisation that has a pre-existing network of vetted hosts.

5. 5
   Step 5: Complete and Submit the Application Form

   Using your OID, log into the official Erasmus+ and European Solidarity Corps platform. Fill out the relevant application form (e.g., KA122-VET) meticulously, ensuring your Erasmus Plan is convincing. Submit before the official deadline.

The Erasmus+ grant is designed to cover the majority of costs associated with staff mobility. The funding is not a lump sum but is calculated based on fixed rates for several categories, as defined in the official Erasmus+ Programme Guide. This ensures transparency and fairness across all participating countries.

• **Travel Support:** This contribution is based on the travel distance between your institution and the host organisation's location. The European Commission's official distance calculator determines the band. A higher 'Green Travel' rate is available for participants using sustainable transport like trains or buses.
• **Individual Support:** This is a daily allowance (per diem) to cover the participant's living costs, such as accommodation, meals, and local transport. The rate varies depending on the host country's cost of living, with countries grouped into different cost bands.
• **Organisational Support (OS):** The sending institution receives a per-participant grant to help cover the costs of managing the project. This includes preparation (pedagogical, intercultural), monitoring participants, and disseminating the results of the mobility.
• **Inclusion Support:** This provides significant additional funding to support participants with fewer opportunities (due to disability, economic barriers, or other challenges). It can cover 100% of eligible associated costs for both participants and accompanying persons.
• **Preparatory Visits:** Funding can be requested for staff to visit a potential host partner before the main mobility activity. This is particularly useful for establishing a strong partnership and ensuring the host is suitable, especially when working with participants with special needs.

While the grant is generous, meticulous budgeting and financial management are essential. All expenses must be documented and justified in your final report to the National Agency.

The quality of your host partner will determine the success of the job shadowing experience. A welcoming, well-organised host who understands your learning objectives is invaluable. A poor match can lead to a frustrating and unfulfilling mobility. Finding the right partner requires research and clear communication.

• **European School Education Platform (ESEP):** The EU's official gateway for finding partners. You can post partner-finding requests or browse offers from schools and organisations across Europe. The sheer volume can be overwhelming, so be specific in your search.
• **Your Existing Networks:** Don't underestimate the power of your current contacts. Previous projects, staff's personal contacts, or partnerships from other programs can be a great starting point for finding a trusted host.
• **National Agency Support:** Your country's Erasmus+ National Agency often runs contact seminars and networking events designed to help institutions find reliable partners. Check their website for upcoming opportunities.
• **Intermediary Organisations:** Working with a specialist organisation like Piktalent can de-risk the entire process. Intermediaries maintain a network of high-quality, pre-vetted host institutions and companies. They manage the matchmaking, handle the agreements, and often provide on-the-ground support, saving you significant time and administrative effort. See our services for [VET internship programs](/services/vet-internship-programs) and [KA121/KA122 mobility](/services/ka121-ka122-mobility).

A successful job shadowing mobility doesn't just happen. It's built on a foundation of careful planning, active engagement, and thorough follow-up. We can break the process down into three essential phases that ensure the experience is meaningful for the participant and impactful for the institution.

1. 1
   Pillar 1: Before Mobility — The Learning Agreement

   This is the blueprint for success. The Learning Agreement must be co-created and signed by the participant, sending institution, and host. It must clearly define the learning objectives, the expected outcomes, and a provisional daily schedule. This document ensures all parties have shared expectations and a clear understanding of the mobility's purpose.

2. 2
   Pillar 2: During Mobility — Active Observation and Reflection

   The participant's role is not passive. They should be encouraged to ask questions, engage in professional discussions, and actively seek to understand the 'why' behind the practices they observe. Keeping a daily reflection journal is a powerful tool for capturing insights and structuring thoughts for the post-mobility dissemination phase.

3. 3
   Pillar 3: After Mobility — Dissemination and Recognition

   The value of the mobility is multiplied when the participant shares their newfound knowledge. The sending institution must facilitate this dissemination through staff meetings, workshops, or internal reports. Furthermore, the participant's learning should be formally recognised, for example, by issuing a Europass Mobility document, validating their professional development.

As this guide shows, organising a successful job shadowing project involves significant administrative work: from writing a compelling grant application to finding and vetting reliable host partners, managing agreements, and handling logistics. This is time that you could be dedicating to your students and core educational activities.

Piktalent specialises in creating high-impact Erasmus+ mobility experiences for VET providers, schools, and higher education institutions. We handle the entire process, allowing your staff to gain invaluable international experience without the administrative burden. Our extensive network of vetted host companies and educational institutions across Europe and the USA ensures a quality learning outcome aligned with your Erasmus Plan. If you're ready to empower your staff and modernise your institution, we are here to help.