Planning to submit a KA1 application this year? Whether you’re accredited (KA121) or applying for a short-term project (KA122), or you’re a higher education institution working on KA131 or KA171, the fundamentals of a strong Erasmus+ proposal are the same: clear needs, coherent activities, credible partnerships, realistic budget, and measurable impact. This guide walks you through what evaluators look for and how to prepare a compelling, fundable application.
Whether you’re applying for KA121 (accredited), KA122 (short-term), KA131 (HE Programme Countries), or KA171 (HE Partner Countries), the fundamentals remain the same: clear needs, SMART objectives, coherent activities, credible partners, realistic budgets, and measurable impact. This guide breaks down what evaluators want to see and how to deliver it.
Who this guide serves
- Schools, VET, and adult education organizations (KA121/KA122)
- Higher Education Institutions planning KA131 or KA171 projects
- Project coordinators, international officers, and teachers new to Erasmus+ or looking to improve their scores
Foundation checks: Get the basics right
Start with the fundamentals before diving into content:
Action alignment:
- KA121: Implement your existing KA120 accreditation plan
- KA122: Short, focused projects without accreditation requirements
- KA131: Valid ECHE required for Programme Country mobility
- KA171: Strong inter-institutional arrangements for Partner Countries
Administrative essentials:
- Valid Organisation ID (OID)
- Current legal and banking details
- Correct eForm or online portal access
- Deadline awareness (typically 12:00 noon Brussels time)
Priority alignment: Connect your project to Erasmus+ horizontal priorities—inclusion and diversity, digital transformation, environmental sustainability, and civic participation.
1. Build a sharp needs analysis
Your needs analysis drives everything else. Ground it in evidence, not assumptions.
What works:
- 2–4 specific data points (staff surveys, student results, skills audits, inspection feedback)
- Clear problem statements linking gaps to solutions
- Stakeholder input from staff, learners, leadership, and partners
- Direct connection to Erasmus+ priorities
Focus strategy: Address 2–3 well-defined needs rather than listing every possible improvement. Quality beats quantity in evaluation.
Quick template:
- Current baseline situation
- Top 2–3 priority needs (ranked)
- Root causes and affected groups
- Evidence sources with dates
2. Set SMART objectives
Transform needs into 3–5 concrete, measurable goals.
Example: “By month 6, train 8 STEM teachers in inquiry-based learning methods and achieve a 10% improvement in targeted class assessments.”
For KA121 applications, explicitly reference your KA120 accreditation targets and show how this project advances them.
3. Choose activities that deliver results
Match mobility formats to your actual needs:
Common formats:
- Courses/workshops for specific methodologies or tools
- Job shadowing for observing best practices
- Teaching assignments for knowledge transfer
- Learner mobility for employability and international exposure
- Blended mobility combining virtual and physical elements
Design principles:
- Map each activity to 1–2 specific objectives
- Define 4–6 learning outcomes using recognized frameworks (DigCompEdu, EntreComp, ESCO)
- Plan inclusion support and language preparation from day one
- Prioritize green travel options where feasible
- Sequence activities to maintain realistic workloads
4. Select quality partners
Strong partnerships make or break projects. Choose hosts whose expertise directly matches your objectives.
Partner checklist:
✓ Verified legal status and current contacts
✓ Clear roles and contribution agreements
✓ Language support and mentoring capacity confirmed
✓ Safeguarding and risk procedures aligned
✓ Draft Learning/Inter-Institutional Agreements reviewed
5. Design for learning and recognition
Create Learning Agreements that specify outcomes, tasks, mentoring arrangements, and assessment methods.
Recognition strategies:
- Higher Education: ECTS credits, Transcripts of Records, automatic recognition procedures
- Schools/VET/Adult: Europass documentation, micro-credentials, internal CPD credits, updated curricula
Support framework: Provide pre-departure preparation, regular check-ins during mobility, and structured post-mobility integration to embed new practices.
6. Plan measurable impact
Define how you’ll prove change at participant, organizational, and community levels.
Smart indicators:
- Percentage of staff applying new methods
- Number of modules or curricula updated
- Improvements in learner outcomes
- Reach of dissemination activities
Dissemination channels:
- Internal: Staff meetings, workshops, open lessons
- External: Website/blog posts, social media, webinars, local press
- Resources: Case studies, lesson exemplars, toolkits
Collect baseline data before mobility begins and follow up systematically afterward.
7. Create a realistic timeline
Typical project flow:
- Months 1–2: Finalize partners, select participants, sign Learning Agreements
- Months 3–6: First mobility wave with regular monitoring
- Months 7–10: Second wave plus mid-term review
- Months 11–12+: Evaluation, dissemination, final reporting
Governance structure: Assign a project lead, finance/admin officer, and quality assurance lead with clear meeting schedules.
8. Budget with precision
Your budget should mirror your narrative exactly. Use official unit costs and distance calculators.
Key budget lines:
- Travel (distance bands)
- Individual support (daily rates)
- Organizational support
- Course fees (where eligible)
- Inclusion support
- Exceptional costs (with strong justification)
Consistency check: Ensure participant numbers, durations, and destinations align perfectly between your narrative and budget calculations.
9. Address risks proactively
Common risks: Travel disruptions, partner changes, visa issues, safeguarding concerns, accessibility barriers.
Mitigation strategies: Maintain backup host options, stagger departure dates, secure appropriate insurance, establish clear emergency contacts, and ensure GDPR compliance.
10. Build in quality assurance
QA tools:
- Checklists for Learning Agreement reviews
- Regular feedback collection after each mobility
- Mid-term evaluations to improve subsequent activities
- Final impact assessments
Sustainability planning: Describe how new practices will be embedded through policy updates, curriculum revisions, ongoing CPD cycles, and continued partnerships.
Action-specific considerations
KA121 (Accredited): Map directly to your KA120 plan, demonstrate progress on existing targets, focus on quality implementation.
KA122 (Short-term): Keep scope tight—1–2 needs, 2–3 activities—with rapid organizational learning and dissemination.
KA131 (HE Programme): Reference ECHE commitments, ensure transparent selection procedures, plan for automatic recognition, include blended and green mobility options.
KA171 (HE Partner): Emphasize reciprocal cooperation, capacity building elements, careful visa/risk planning, and development impact.
Final submission checklist
Before you submit:
OID valid and organizational details current
Correct application form and deadline confirmed
Needs analysis includes baseline evidence
3–5 SMART objectives align with EU priorities
Activities clearly mapped to objectives with learning outcomes
Partner roles and agreements finalized
Recognition procedures and participant support defined
Impact indicators and dissemination plan realistic
Timeline, roles, and risk management complete
Budget calculations consistent with narrative
Internal review completed
Submission planned 48–72 hours before deadline
Quick confidence boost
Create a two-page outline mirroring the evaluation criteria and ask a colleague to “score” it. This simple exercise often reveals gaps before you invest time in the full application.
Get expert support
Need a final review? Consider a pre-submission audit to tighten objectives, resolve inconsistencies, and maximize your scoring potential. A fresh perspective can make the difference between a good application and a funded one.
Ready to start your application? Download the latest forms, check your National Agency’s specific guidance, and begin with that solid needs analysis. Your Erasmus+ journey starts with a single, well-crafted proposal.
Contact us for more information at eu@akadimoskek.gr