KA122 Erasmus+ Projects: The Complete Coordinator's Guide

Before diving into the specifics of a KA122 application, it's crucial to understand its place within the Erasmus+ framework. The programme offers two main paths for mobility projects in the VET, school, and adult education sectors: Short-term Projects (KA122) and Accredited Projects (KA121). Choosing the right one depends on your institution's long-term strategy and experience with Erasmus+.

KA122 – Short-term Projects

These are self-contained projects with a duration of 6 to 18 months. Organisations can apply for a limited number of mobilities. An institution can receive funding for a maximum of three KA122 projects in any five-year period. This makes it the perfect gateway for testing the waters or for organisations with specific, limited mobility needs.

KA121 – Accredited Projects

This action is for organisations holding an Erasmus Accreditation. Accreditation is like a VIP pass for Erasmus+ funding, granting simplified access to funding opportunities each year until 2027. It's designed for institutions with a long-term strategic plan (an 'Erasmus Plan') for continuous mobility activities. The application is for the multi-year accreditation itself, not individual projects.

Eligibility for KA122 grants is defined at the organisational level. Individual students or staff members cannot apply directly for a grant; they must be supported by their sending institution. The types of organisations that can apply vary depending on the field of education.

All applicant organisations must be legally established in an EU Member State or a third country associated with the Programme (e.g., North Macedonia, Iceland, Liechtenstein, Norway, Serbia, Türkiye). You must also have a valid Organisation ID (OID) registered in the Organisation Registration System.

The core of any KA122 project is the mobility activities it funds. These are split into two main categories: mobility for staff and mobility for learners. A single project can include a mix of different activity types to meet its objectives. Understanding each type is key to designing a project that delivers real impact.

• **Staff Mobility (All Fields):**
• - **Job Shadowing (2-60 days):** Staff spend time at a partner organisation in another country to learn new practices and gather ideas.
• - **Teaching Assignments (2-365 days):** Staff teach or provide training at a partner organisation.
• - **Courses and Training (2-30 days):** Staff can attend structured courses or training events to develop their professional skills. Course fees are an eligible cost.
• - **Invited Experts (2-60 days):** You can invite trainers, teachers, or policy experts from abroad to help develop your organisation's practices.
• **Learner Mobility (VET Field):**
• - **VET Learner Internships (2-365 days):** Internships and work placements for VET students, including recent graduates. Short-term mobilities (2-89 days) focus on work-based learning, while long-term mobilities (90-365 days), known as ErasmusPro, have a strong focus on skills development.
• - **Group Mobility of VET Learners (2-30 days):** A group of learners from the sending school can undertake learning at a partner VET school abroad, often combined with a short work placement.
• - **Participation in VET Skills Competitions (1-10 days):** Supporting learners to participate in international sectoral events to test and showcase their skills.
• **Learner Mobility (School & Adult Education Fields):**
• - **Group Mobility of School Pupils (2-30 days):** A group of pupils from the sending school studies alongside their peers at a partner school.
• - **Short-term Learning Mobility of Pupils (10-29 days):** Individual pupils can spend a period studying at a partner school or doing a traineeship.
• - **Long-term Learning Mobility of Pupils (1-12 months):** Individual pupils can spend an extended period at a partner school abroad.
• - **Group/Individual Mobility of Adult Learners (2-30 days):** Adult learners can participate in learning experiences at a partner organisation.

Submitting a successful KA122 application is a systematic process that begins months before the deadline. The annual call for proposals is typically published in the autumn, with a firm submission deadline in late February for projects starting the following September. For the 2026 funding round, the deadline was February 2026. Coordinators planning for 2027 should begin preparations in late 2026.

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   Step 1: Get Your Organisation ID (OID)

   Before you can even think about applying, your institution must be registered in the European Commission's Organisation Registration System. This will generate a unique Organisation ID (OID) that is required for all Erasmus+ applications. If your institution has participated in Erasmus+ before, it likely already has one.

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   Step 2: Develop Your Project Idea

   What does your institution want to achieve? Define clear objectives that address specific needs. For example, 'To improve our digital pedagogy skills by having 5 teachers job shadow at a leading Finnish school' is a much stronger objective than 'To send teachers abroad'.

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   Step 3: Find Reliable Partners

   Your project's success hinges on your partners. For activities like job shadowing or VET internships, you need a receiving partner. You can use platforms like the European School Education Platform (ESEP), but the most reliable method is to work with an established intermediary organisation that has a network of vetted host companies and schools.

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   Step 4: Write the Application Form

   The KA122 application form is web-based and accessed via the Erasmus+ and European Solidarity Corps platform. You will need to detail your project objectives, planned activities, expected impact, and how you will manage the practical arrangements. Be clear, concise, and directly answer each question.

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   Step 5: Align with Erasmus+ Quality Standards

   Your proposal will be evaluated against the Erasmus Quality Standards. You must demonstrate how your project will adhere to basic principles like inclusion, sustainability (green travel), and digital transformation. Describe your plans for participant preparation, monitoring, and recognition of learning outcomes (e.g., using Europass Mobility).

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   Step 6: Submit Before the Deadline

   The application must be submitted electronically by your National Agency's deadline, which is typically late February. Do not wait until the last day. The platform can be slow under heavy load. Aim to submit at least 48 hours in advance to avoid technical issues.

Every year, National Agencies receive more applications than they can fund. To stand out, your proposal must not only be technically correct but also compelling. Evaluators score applications based on a set of award criteria published in the Erasmus+ Programme Guide. A high-quality proposal excels in three key areas.

To receive funding, a proposal must score at least 60 points overall and at least half the maximum points in each of the three award criteria. Competition is fierce, so aiming for the highest possible score is essential.

Erasmus+ funding for KA122 projects operates on a unit cost basis. This means the grant is calculated based on the number of participants and the duration of their activities, rather than reimbursement of actual expenses. This simplifies financial management but requires careful planning.

When planning your budget, you will request a certain number of mobilities of a specific duration to a chosen country. The application form automatically calculates the grant based on these unit costs. Remember to justify your numbers clearly in the project description.

For any project involving internships or job shadowing, the quality of your receiving partner is paramount. A good partner doesn't just host your participants; they provide a structured learning environment, mentorship, and cultural immersion. Finding them, however, can be the most challenging part of the application process. While platforms exist, the most reliable route is often through an intermediary organisation.

• **What to Look for in a Receiving Partner:**
• **Experience:** Have they managed Erasmus+ projects before? Do they understand the Quality Standards and reporting requirements?
• **Relevant Network:** Can they provide access to high-quality host companies or schools that match your learners' and staff's professional fields?
• **Comprehensive Services:** A great partner offers more than just a placement. Look for services like accommodation sourcing, on-arrival orientation, 24/7 emergency support, cultural activities, and language support.
• **Clear Communication:** A responsive and transparent partner is crucial. They should be able to provide you with all necessary documentation for your application, including partner mandates if required.

Vetting partners from a distance is difficult. An established intermediary acts as your quality assurance on the ground, ensuring every participant has a safe, valuable, and transformative experience.

Navigating the complexities of a KA122 application—from defining objectives to finding trustworthy partners and ensuring quality implementation—can be a daunting task for even experienced coordinators. At Piktalent, we specialize in simplifying this process for VET providers and schools. We act as your dedicated receiving partner, providing the infrastructure and expertise you need to build a successful project and deliver outstanding experiences for your participants.

If you are planning a KA122-VET or KA122-SCH application and need a reliable partner to guarantee high-quality placements and seamless project execution, we can help. Let us handle the complexities of the receiving side so you can focus on your participants' growth.

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   Application Support

   We provide the necessary information about the receiving country, work placements, and learning programmes to strengthen your application. We help you define clear learning outcomes and ensure your project design is robust and realistic.

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   Vetted Host Placements

   Leverage our extensive network of host companies and schools across Europe and the USA. We match your participants with placements that align perfectly with their educational and professional development goals, from VET internships to staff job shadowing.

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   Full Logistical Management

   We handle all on-the-ground logistics. This includes sourcing safe and convenient accommodation, providing on-arrival training, arranging local transport, and offering 24/7 support to ensure the welfare of your participants.

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   Focus on Impact

   Our goal is to ensure your project delivers a measurable impact. We support the monitoring and evaluation process and help participants validate their learning through certificates and Europass Mobility documents, providing you with everything you need for your final report.