AN/72/2001_en
LEONARDO DA VINCI
Community Vocational Training Action Programme
Second phase : 2000 - 2006
Final version
MOBILITY
GUIDE FOR PROMOTERS
Revised version 2002-2006
EUROPEAN COMMISSION
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The Leonardo da Vinci Community vocational training action programme, introduced in 1994, is
now entering its second phase, which will run from 1 January 2000 to 31 December 2006.
Promoting a Europe of knowledge is central to the implementation of the programme, which
seeks to consolidate a European co-operation area for education and training.
The programme actively supports the lifelong training policies conducted by the Member States.
It supports innovative transnational initiatives for promoting the knowledge, aptitudes and skills
necessary for successful integration into working life and the full exercise of citizenship, and
affords scope for links with other Community initiatives - particularly the Socrates and Youth
programmes - by supporting joint actions.
The broad lines of this second phase are set out in the Council Decision of 26 April 1999 (OJ
L146 of 11 June 1999), which affirms the need to develop quality, innovation and the European
dimension in vocational training systems and practices through transnational co-operation.
Multi-annual Community calls for proposals are planned for the periods 2000-2002, 2003-2004 and
2005-2006. The calls will set up the annual deadlines for the submission and selection of
proposals and will specify particularly the priorities for these calls.
There is a series of six guides to help promoters who wish to submit a proposal under the
Leonardo da Vinci programme.
The first guide in the series, the general guide, describes the programme and should be read in
conjunction with the specific guides which explain the conditions set out in the Council Decision
for each of the measures under the programme, i.e.:

mobility,

pilot projects,

language competencies,

transnational networks,

reference material.
This guide concerns the measure entitled “MOBILITY”(transnational mobility).
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CONTENTS
Page
I. BACKGROUND .............................................................................................................................................. 4
I.1 Content of the measure................................................................................................................................. 3
I.2 Distinguishing features .................................................................................................................................. 7
II. IMPLEMENTATION ....................................................................................................................................... 7
III. ELEMENTS OF A PROPOSAL ................................................................................................................... 8
IV. QUALITY CRITERIA .................................................................................................................................... 9
IV.1 Subject........................................................................................................................................................ 9
IV.2 Expected results and dissemination ........................................................................................................... 9
IV. 3 Partnership .............................................................................................................................................. 10
IV. 4 Work programme ..................................................................................................................................... 10
IV. 5 Financial plan........................................................................................................................................... 10
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I.
BACKGROUND
This guide specifies the content of the “mobility” measure and explains how it differs from other measures under
the Leonardo da Vinci programme.
I.1 Content of the measure
The Council Decision of 26 April 1999 defines the content of the measure as providing "support for the
transnational mobility of people undergoing vocational training, especially young people, and for those
responsible for training".
The measure includes three types of action:

Placements
A "placement" is a period of training and/or work experience spent by a beneficiary1 in a host organisation in
another country under co-operation arrangements involving training organisations (including universities) and
undertakings. It aims at improving the skills and employability of the beneficiaries.
Wherever possible, placements should assume recognition, under the practices in the country of origin, of
aptitudes and of developed skills acquired during the placement.
There are different types of placements according to target groups and receiving organisations:

those concerning people undergoing initial vocational training, where the placement is in a
vocational training institution or in an undertaking and forms an integral part of the training programme
followed in the country of origin;

those concerning students registered in higher education institutions, where the placement is in an
undertaking;

those concerning young workers and recent graduates, where the placement is in a training
institution or an undertaking.
The duration of these different types of placements depends on the target group (see table 1).
The placements may include projects under the ‘Promotion of European pathways in work-linked training,
including apprenticeship’ scheme, within the meaning of Council Decision No 1999/51/EC2 establishing the
‘EUROPASS training’ scheme3.

Exchanges
The term "exchanges" covers the transfer of competencies, and/or innovative methods and practices in
vocational training, including those developed under the “pilot project” measure, within a co-operation framework
involving training organisations (including universities) and undertakings. The exchanges aim at improving and
updating the competencies of training, human resources and occupational guidance personnel by offering them
an opportunity to share their knowledge and experience in a different country and in another organisational
context.
Therefore, an exchange project differs from a placement one in terms of content as well as in terms of target
group and duration (see Table 1).
1
2
3
See definitions of beneficiaries in Annex 4 to the general guide.
OJ L 17 of 22.1.1999, p. 45.
This is a document for which the Commission shall be responsible with regard to production, dissemination and follow-up, in close
co-operation with Member States. Its purpose is to provide evidence, at Community level, of training periods which a person
undergoing work linked training including apprenticeship, has followed in a Member State other than that in which his/her training is
based.
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The exchanges are intended for:

human resources managers in undertakings, vocational training programme planners and
managers, particularly trainers, and occupational guidance specialists. They involve
undertakings, on the one hand, and vocational training organisations or universities, on the other;

Trainers and mentors in the area of language competencies. These exchanges take place
between undertakings on the one hand and specialised language vocational training
establishments, including universities or vocational training bodies, on the other.
N. B. Do not confuse the duration of a placement/exchange with the duration of a project. Promoters can run
mobility projects over a period up to 24 months. These projects usually include several different placements for
different beneficiaries spread over this period. Each stay cannot exceed the minimum and maximum duration
listed in table 1.

Study visits
A "study visit" brings together people responsible for vocational training, focussing on subjects proposed by the
Commission, and with a view to stimulating the exchange of experience and promoting mutual understanding of
how systems and vocational training mechanisms work. For further information:
www2.trainingvillage.gr/etv/studyvisits/index.asp
Under the terms of the Council Decision, study visits “may be organised by CEDEFOP” 4.
They are therefore not covered by this guide.
4
CEDEFOP, the European centre for the development of vocational training, was set up by Council Regulation (EEC) No 337/75 of
10 February 1975 to assist the European Commission and contribute to the work of the Member States and social partners towards
implementing Community policy on vocational training.
Address:
CEDEFOP Europe 123, GR-57001 THESSALONIKI
Postal address: PO Box 22427, GR-55102 THESSALONIKI
Tel : (30-31) 490 111 Fax : (30-31)490 102
E-mail : info@cedefop.gr
Homepage:www.cedefop.gr
Interactive website :www.trainingvillage.gr
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Table I : The various mobility actions
Exchanges
Placements
Type of
action
Who can go?
Where?
How long4?
What is the financial contribution?
People undergoing initial
vocational training
Vocational institutions and undertakings5
3 weeks to 9
months

Students5
Undertakings5
3 months to
12 months
Young workers and recent
graduates
Vocational institutions and undertakings5
2 months to
12 months
Human resources managers in
undertakings, vocational
training programme planners
and managers, trainers and
occupational guidance
specialists
Exchanges between undertakings5, on the one hand,
and vocational training organisations or universities, on
the other.
1 to 6 weeks
Trainers and mentors in the
areas of language
competencies
Exchanges between the business sector, on the one
hand, and the specialised language vocational training
establishments (incl. universities) and vocational training
bodies, on the other
1 to 6 weeks
Per capita grant levels vary according to the duration of the placement with a maximum of 5, 000
Euro per beneficiary. This maximum amount can be increased if the participant is a disabled person.
In addition:

a maximum amount of 500 Euro per promoter is available to help SME promoters submitting their
first application under this measure of the Leonardo da Vinci programme5;

funds are available to all promoters for the pedagogical, cultural and linguistic preparation of the
target group. Funding may not exceed 200 Euro per beneficiary for a placement up to three months,
or 500 Euro per beneficiary for a placement of more than three months, with a ceiling of 25, 000 Euro
per promoter.
These amounts apply, over and above the funding set aside for the sending organisation, for the
management and monitoring of transnational placement projects. They may not exceed 200 Euro per
beneficiary with a ceiling of 25, 000 Euro per promoter and per year of selection.

Per capita grant levels vary according to the duration of the exchange with a maximum of 5, 000 Euro
per beneficiary. This maximum amount can be increased if the participant is a disabled person.
In addition:

a maximum amount of 500 Euro per promoter is available to help SME promoters submitting their
first application under this measure of the Leonardo da Vinci programme5.
These amounts apply over and above the funding set aside for the sending organisation, for the
management and monitoring of transnational exchange projects. They may not exceed 100 Euro per
beneficiary, with a ceiling of 25, 000 Euro per promoter and per year of selection.
5
Figures in this column represent the duration of the stays. The same project can however include several stays spread over a period up to 24 months.
See definition in Annex III to Council Decision of 26 April 1999. Please note that European Institutions, organisations managing Community programmes, and national organisations of the countries of beneficiaries
such as Embassies, Consulates, cultural institutes, regional and national representations, cannot be host organisations.
5
This amount is fixed every year by the LdV Committee. In order to have more information, please contact your National Agency.
4
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I.2 Distinguishing features
"Mobility" differs from the other measures in that:


it is geared to organising activities which are directly linked to the sending and receiving of beneficiaries;
management is totally decentralised to the Participating Countries.
It also differs from mobility measures under the Socrates and Youth programmes in that its basic aim is to
strengthen co-operation between undertakings and vocational training institutions.
II.
IMPLEMENTATION
II.1 General principles
The principles underpinning the implementation of this measure are identified at Community level.
Mobility projects are implemented on a decentralised basis in accordance with an operational plan drawn up by
the Participating Countries (subject to compliance with the rules laid down at Community level).
Under the Council Decision, this operational plan must spell out:

how the financial support is to be managed;

what measures are to be taken to assist promoters in their quest for potential partners;

what should be done to ensure the correct preparation, organisation and monitoring of placements and
exchanges, with special reference to the gender equality aspect.
On the basis of this operational plan, the Commission attributes an annual overall grant to each participating
country. Each country is responsible for the implementation of its transnational placement and exchange
projects.
Proposals are submitted by promoters (i.e. by private, public and semi-public organisations only, and not by
private individuals) in response to multi-annual calls for proposals published at Community level and publicised
nationally by the National Agencies, which fix, in particular, deadlines for submission and selection. In addition to
these deadlines participating countries may establish further deadlines for the same selection year. Selection will
take place at least once a year. For the exact deadline for submitting proposals, promoters are requested to
contact the National Agency in their respective country.
According to the general rule, a mobility project (both placements and exchanges) can only include
outgoing beneficiaries: grants are only eligible for beneficiaries sent by the promoter (and its partners from the
same country, if any) to one or more “host organisations” in one or more foreign countries. Within the same
project, an organisation can send beneficiaries to a receiving organisation abroad but cannot act at the same
time as a host organisation;
II.2 Reciprocity
Under the general rule, reciprocal arrangements between sending organisation/s and host organisation/s
are possible, but always through separate proposals, each submitted to the National Agency of the relevant
country.
Proposals related to one another with a view to organising reciprocal placements/exchanges must refer to this
relation in section B2 of the Application form for Mobility.
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An example of proposals linked in order to ensure reciprocity is given below (this example applies for reciprocal
projects of altogether 3 partners in 3 different countries) :
Promoter and other
sending organisation/s, if
any
Host organisation/s
NA to which the
proposal is submitted
Flows
Proposal 1
Organisation a in country A
Organisation b in country B
Organisation c in country C
NA of country A
a to b
a to c
Proposal 2
Organisation b in country B
Organisation a in country A
Organisation c in country C
NA of country B
b to a
b to c
Proposal 3
Organisation c in country C
Organisation a in country A
NA of country C
c to a
II.3 The “incoming students” exception
Exceptionally, with the agreement of the European Commission, some countries have chosen to derogate from
the general rule referred above. For one type of beneficiaries only, i.e. placements of students registered
in higher education institutions, some countries allow outgoing and incoming beneficiaries to receive
grants within the same Mobility project. In this case, an organisation from a certain country can send
beneficiaries abroad and can also act as host organisation at the same time, or be simply host organisation
without any sending activities. Under this exception promoters can act as host organisations. As under the
general rule, the proposal will be submitted to the National Agency of the country of the promoter.
So far, only some countries have decided to avail themselves of this derogation (according to which they will
allocate no more than 10% of their overall grant to funding proposals covered by this exception). Promoters are
invited to refer to the National Agency of their country to know if this possibility is currently offered.
 Given its derogatory nature, the “incoming students” exception will be implemented under strict conditions,
and constantly monitored by the National Agencies of the relevant countries, in order to avoid dual funding of
the same activities and of the same beneficiaries through the Leonardo da Vinci or other Community sources.
These conditions will be specified in the contract between the promoter and the National Agency
The National Agency of the relevant country will be responsible for ensuring that there is no dual funding.
II.4 Funding of Mobility actions
Co-financing is highly recommended in Mobility projects. Costs which are not covered by the Community
contribution under the Leonardo da Vinci programme must be covered from other non-Community sources (i.e.
private, public, partnership resources or a combinations of these)6 . However, under no circumstances will
beneficiaries of Mobility projects be charged any fees for access, registration, participation, etc. to the project.
Dual funding is forbidden (see General guide for promoters). In particular, as regards Mobility projects this
means that under no circumstances may the expenses for a placement/exchange be funded by two or more
Community grants, in the same or in different selection years.
Whilst it is intended that the Leonardo da Vinci programme be open to the largest possible number of
beneficiaries, attribution of more than one grant to the same beneficiary in the framework of different projects,
even though not forbidden, is not encouraged.the same beneficiary should not receive more than one grant for a
placement/exchange abroad within the same project
6
These conditions may be different for the pre-accession countries. An exception to the general rule might be considered for
mobility. Please contact your country's Leonardo da Vinci National Agency for more information.
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II.5 The two actions:
II.5.1 Placements
Placements must pay heed to the following principles:

they must form an integral part of the beneficiaries’ vocational training or vocational integration or
reintegration ;

they should include some kind of teaching supervision and arrangements for monitoring the beneficiaries
within the host organisations, in conjunction with the sending organisations;

they should have a link to the overall strategy and general development work done in the sending/host
organisation;

they should strengthen co-operation between training institutions (including universities) and undertakings;

they should not deviate from the length of placement. This is in order to ensure that participants fully absorb
the new skills or work experience;

they should assume recognition, under the practices in the country of origin, of aptitudes and skills acquired
and developed during the placement.
Those proposals, which aim at a connection with the Council Decision No 1999/51/EC "on the promotion of
European pathways in work-linked training, including apprenticeship" must comply with the following principles
laid down in the above-mentioned Decision:

each European pathway forms part of the training followed in the participating countries of provenance (i.e. :
from which the trainee on placement initially departs), according to its own legislation, procedures or
practices;

the host partner and the body responsible for organising the training in the Participating Countries of
provenance must agree, within the context of the partnership, on the content, objectives, duration and
practicalities of the European pathway;

each European pathway must be monitored and supervised by a mentor.
Use of the "Europass Training" document and participation in the European pathways are both voluntary.
II.5.2 Exchanges
Exchanges must pay heed to the following principles:

the exchange project should be planned in the light of the beneficiaries' continuing vocational training
arrangements and having regard to their real practices and working methods;

the exchange projects should aim primarily at the acquisition of new know-how and experience in the light of
the skill needs created by technical and organisational change in undertakings;

exchange projects should create the frame for the transfer of know-how, experience and innovative practices
in terms of training and human resources management, with special reference to the use of information and
communication technologies (ICTs);

exchange projects should strengthen co-operation between training organisations (including universities)
and undertakings;

exchange projects which are intended specifically for trainers and tutors in the area of linguistic
competencies should aim at developing the means and methods for improving access to language training
in the work environment.
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Placement and exchange projects can be linked to other projects; e.g., placement projects can be used to test
the results of a pilot project, or exchanges can lead e.g. to a pilot or a transnational network project.
III.
ELEMENTS OF A PROPOSAL
"Mobility" proposals must include the following elements:
Transnational placement projects:

identification of the needs of beneficiaries, in terms of skills required at work and consistent with their basic
training;

offering of individual pathways to achieve a specific training or relevant experience;

inclusion of new fields of experience and areas of training with a view to developing placement projects;

provision for linguistic and cultural preparation;

organisation of dissemination and information activities for improving the impact of projects in the work
environment.
Transnational exchange projects:

identification of beneficiaries' continuing training needs in a lifelong learning perspective;

setting up of a work programme to provide for the transfer of skills, experience and know-how;

inclusion of practices and innovative methods applied in the field of vocational training and human resources
management, with special reference to information and communication technologies (ICTs) ;

inclusion of new fields of experience and areas of training with a view to developing exchange projects;

implementation of an operational framework for transnational co-operation between firms and training
organisations, including universities;

organisation of the dissemination of information so as to enhance the exchanges’ impact at the work place.
IV.
QUALITY CRITERIA
The general quality criteria which apply to all measures are explained in detail in the general guide for
promoters. Additional quality criteria, specific to this measure, are listed below. They are linked to:

the selected subject ;

the expected results and their dissemination;

the partnership;

the work programme;

the financial plan.
IV.1 Content
Proposals are expected to include the following elements :


indication of the added-value arising from the proposal and its relevance to the objectives and priorities of
Community and national vocational training policies ;
demonstration of the innovative aspects of the proposal ;
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
establishment of a coherent link between the beneficiary's training in the country of departure and the
training and work experience envisaged under the placement or exchange.
IV. 2 Expected results and dissemination
Proposals are expected to include the following elements :



definition of the objectives and the expected results (both qualitative and quantitative);
identification of how the project will improve the skills and employability of the beneficiaries (for placements)
or promote the transfer of good practice and innovation (for exchanges);
presentation of a detailed plan for dissemination of results at various levels, and explanation of the steps to
ensure that the project has its desired impact and added value on vocational training systems and
arrangements.
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IV.3 Partnership
Proposals are expected to include the following elements :




a transnational dimension, wherever possible, which is not restricted to two-sided cross-border mobility
alone;
participation by SMEs, as both hosts and sending organisations;
provision for active involvement of the social partners;
involvement of both host and sending organisations which are able to demonstrate their capacity and
experience in terms of organising, managing and following-up a mobility scheme.
IV.4 Work Programme
Proposals are expected to include the following elements:











identification of the various stages of the project and presentation of a formal written agreement setting out
the role of each partner at each of the stages;
presentation of details of the beneficiaries and the associated partners (e.g. country, organisation of origin,
host organisation, type of studies or activities);
definition of the nature and characteristics of the placement (where, when, how long?);
provision for an appropriate socio-pedagogical mechanism to supervise beneficiaries during their placement
(e.g. mentoring arrangements) and for facilitation of communication between the partners;
identification of the set of criteria to be used in selecting beneficiaries ;
provision for pedagogical, language and cultural preparation before departure and in the host country;
work plan to be followed by the beneficiaries in the sending and in the host countries;
provision for encouraging a reciprocal mobility arrangement under a mobility agreement between partners;
provision for recording/monitoring the period of training in another country and the skills acquired ; wherever
possible, accreditation of experiential learning should be envisaged ;
provision for a stringent and coherent method of evaluating the actual results in the light of the project's
objectives.
identification of the administrative, financial and material conditions ensuring that the beneficiary's journey
and stay can run smoothly7.
IV.5 Financial plan
Each proposal must be in strict compliance with the provisions set out in the administrative and financial
handbook. A few basic principles which proposals should follow are outlined below. Proposals should:




7
put forward detailed arguments to justify the budgetary amounts, having regard to the planned instruments
or methodological arrangements;
submit a financial statement with a clear breakdown of the various budget headings in accordance with the
work objectives;
present a balanced distribution of the budgetary resources among the various partners;
envisage possible project co-funding at different levels.
Please contact your National Agency for legal and administrative requirements to be complied with in each country.
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KEY POINTS TO REMEMBER

Which submission procedure is to be followed?
Procedure A, as described in the general guide for promoters.

When must the proposal be submitted?
During the period specified by the call for proposals (please contact your National Agency for updated
information).

What is the maximum duration of a project?
Two years (a mobility project is not to be confused with an individual mobility period, which depends on
the type of action - see Table 1 in section I.1.).

What is the ceiling for the Community's financial contribution?
See Table 1 in section I.1.
Promoters must refer to the Community calls for proposals, the general guide for promoters,
the administrative and financial handbook and the application form.
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