HOST ORGANIZATIONS FAQs

01. THE CONSORTIUM

It is a Mobility Consortium in Higher Education filed which includes 2 organizations and 13 Italian Universities. The Consortium is officially accredited since 2018 by the Italian National Agency INDIRE. It operates in the framework of the European program for Education, Training, Youth and Sport: Erasmus+. For further info about Erasmus+ see https://erasmus-plus.ec.europa.eu/opportunities/opportunities-for-individuals/students/traineeship-student.

The main objective is to develop a strategic alliance among Higher Education Institutions and labor market in Europe, by offering opportunities for mobility, traineeship and training for students and recent graduates in the field of Social, Economic and Technical Innovation. This allows on one side to guide the students and recent graduates within the European labor market, to develop their competences through a “on the job” experience especially concerning their future profession and their field of studies and to raise their employability. On the other side, the project aims to creates a quality “mobility system” within the field of the Innovation, which Universities and hosting organizations can benefit from.

The accreditation of SEND Consortium has a duration of 7 years; while each Erasmus+ KA1 project managed by the Consortium normally lasts between 24 and 26 months.

Different actors are involved with different role and responsibilities:

  • INTERMEDIARY ORGANIZATION: SEND is the intermediary organization, which deals with all the phases of the mobility: 1. selects the candidate/s, 2. provides tools to facilitate the suitable matching between the hosting organizations and the participants, 3. prepares the trainees before their departure, 4. monitors and evaluates the mobilities, 5. gives general support to the organizations and the trainees. 6. takes care of all documentation that the participant needs to do his/her traineeship abroad such as the Learning Agreement and the Grant Agreement. 7. manages the grants for traineeship 8. is directly in contact with the sending organizations
  • SENDING ORGANIZATION: the Universities, members of SEND Mobility Consortium, have the role of sending Institutions. This means that they have the following responsibilities towards their students who participate in a mobility for traineeship: 1. assign a University tutor who can provide support to the student 2. agree with the student and the hosting organization the Learning Agreement 3. sign and approve the Learning Agreement 4. approve the extension of the traineeship 5. recognize the credits to the participants according to the European Credit System 6. provide an accident and lability insurance which covers the whole period abroad.
  •  HOSTING ORGANIZATION: host organizations are all the eligible bodies/entities who decide to host one of our selected students or recent graduates. They should guarantee to the trainee a quality traineeship experience, which allow them to develop their skills and acquire new competences in their field of studies. The main responsibilities of the hosting organizations are the following: 1. assign a tutor and if it is available a mentor to give support to the student on the job and in his/her life out of the office 2. agree with the student and the sending organization the Learning Agreement (tasks, learning results and objectives etc…) 3. sign the Letter of Arrival which attests the starting of the traineeship 4. approve the extension of the traineeship 5. issue and sign the Traineeship Certificate at the end of the mobility. 6. Fill in the evaluation questionnaire foreseen by the project.

02. BECOME A HOST ORGANIZATION

The first step to become a host organization with SEND Consortium is to register your organization profile on SEND Mobility Platform by describing your organization and the traineeship position/s you want to offer. Please try to be as much detailed as possible in filling the above-mentioned form, in order to facilitate the matching with your most suitable candidate/s. For further information about registration see the “Guide for Registration”

The basic and fundamental criteria to become a host organization with SEND Consortium are:

  • be a public and private organizations/enterprises/companies, Higher Education Institutions and Research Institutes officially registered in your country etc.. Agencies, bodies or institutions of the European Union are not eligible hosting organizations;
  • be based in one of the 27 UE member states plus Island, Liechtenstein, Macedonia, Norway, UK, Serbia and Switzerland;
  • operate in the field of Social, Economic and Technical Innovation.

All our trainees have attended or are attending degree courses in different innovative sectors related such as Biology, Law, Architecture, Engineering, Social Sciences, Political Sciences, Languages, Literature etc. This can give your organization the guarantee that you host a qualified, passionate and motivated person in his/her field of studies, and your employers may also learn from him/her. Moreover, a pre-selection, made by SEND, the project coordinator, makes easier to run into a young talents and innovators, that may become your future employer. Most of the hosting organizations, that have already hosted with our Consortium, speak very well about this experience which influence positively their working environment. Indeed, young trainees have usually a fresh attitude and new/innovative ideas which can invigorate your organization. Furthermore, since they come from another country, they can also feed your working environment with his/her different culture, languages and perspectives. In other words, to host an international trainee is an affordable choice for your organization that give you the chance to internationalize your work and your office, to invest in new human resources, to challenge your employers and finally to improve your organization know-how. Look at the “Stories” to read about organizations and student’ experience within our projects.

03. SEND MOBILITY PLATFORM

No. It is possible to register your organization whenever you want. Anyway, if a call for participants is not opened, you may not receive any application from our candidates.

The Consortium normally open each academic year 2/3 calls for students and recent graduates. When candidates are looking for hosting organizations, you’ll receive an email as reminder to the address indicated in the form. The email will invite your contact person to look at your organization profile and update your traineeship position/s. To know if a call for participants is open you can see the section News of the Platform.

Yes. Indeed, it is possible to log in with your credentials on SEND Mobility Platform and make changes or update your profile and traineeship offer/s whenever you want.

To cancel your organization profile on SEND Mobility Platform you must send an email to mobility@sendsicilia.it with your request.

Besides having visibility on our host organizations’ database after registration, your organization may be contacted by suitable candidates and may get useful information and material on  “Library_Hosting Organization”.

04. TRAINEES’ SELECTION

The first selection process will be run by SEND Consortium. Through the publication of a call for participants, which only students/recent graduate regularly enrolled at one of the Italian Universities members of the Consortium can apply for, SEND will draw up a ranking based on candidates’ motivation, Cvs and linguistic competences.

Afterwards, a second step of selection will be run by your organization. After being contacted via email by our selected participants, interested in your traineeship offer/s, you may have the chance to screen their CVs and fix with them an online interview.

After the registration on SEND Platform, selected candidates will directly contact your contact person, indicated in your organization profile, via email. You will have the time see their Cvs, motivation letter and to fix with them an online interview. Then you may choose your candidate/s according to your and trainee/s’ needs and requirements.

If this happens, you may have the following options:

  •  Send an email to mobility@sendsicilia.it with the traineeship position/s opened. SEND staff will provide you with a short list of selected candidates that you can directly contact via email or by phone.
  • Keep update your profile and wait for the next call for participants. Normally we open the call twice per year in Spring and Autumn.

05. DOCUMENTS BEFORE, DURING AND AFTER THE MOBILITY

The first document that the trainee will ask you to fill in and sign is the letter of availability. In this document you must declare that your organization is available to host trainee in a specific period (at this stage mobility dates may be changed) to do the activities listed. Normally for each call for participants there is a specific deadline to transmit this document.

After this letter, one month before the mobility starts, the trainee will ask you to fill in and sign the Learning Agreement for Traineeship where you must define the period of the mobility, the activities, objectives, learning outcomes and monitoring/evaluation plan of the traineeship. This document will be signed by the Responsible at your organization, by the Responsible at student’s sending institution and by the trainee.

The purpose of the Learning Agreement is to provide a transparent and efficient preparation of the exchange to make sure that students receive recognition for the activities successfully completed abroad.

The Learning Agreement sets out the programme of the traineeship to be followed abroad and must be approved by the student, the sending and the receiving institution, organisation or enterprise before the start of the exchange.

The Learning Agreement should include all the learning outcomes the student is expected to acquire during the exchange. All three parties signing the Learning Agreement commit to complying with all the agreed arrangements, thereby ensuring that the student will receive the recognition for the studies or traineeship carried out abroad without any further recognition requirements.

For further information see https://erasmus-plus.ec.europa.eu/resources-and-tools/learning-agreement

Before the mobility, it is necessary to fill in page 1 of Learning Agreement for Traineeship with information about your organization (name, address, website, legal representative’ name, tutor’s name etc…).

Then you must fill in only TABLE A with the traineeship program agreed. In this table you must detailed and described the mobility start and end dates, the activities, the learning outcomes, the objectives and the monitoring and evaluation plan. Finally, you must indicate the language of the traineeship. TABLE B must be filled only by Sending Institution; while TABLE C must be filled by your organization if you provide the trainee with a reimbursement or an insurance. To finalize the Learning Agreement, you must sign it with scanned copies of signatures or electronic signatures in the appropriate commitment table.

Table A2 should only be completed during the mobility if changes have to be introduced into the original Learning Agreement. In that case, Table A should be kept unchanged and changes should be described in Table A2. The two tables should be kept together in all communications. When changes to the traineeship programme arise, they should be agreed as soon as possible with the Sending Institution. In case the change concerns an extension of the duration of the traineeship programme abroad, the request can be made by the trainee at the latest one month before the foreseen end date. All parties must approve and sign the changes to the Learning Agreement.

After the mobility, the Receiving Organisation/Enterprise should fill in and sign TABLE D -Traineeship Certificate with the information required and the real period of the mobility.

During the mobility host organization must fill in and sign the “Letter of Arrival” that certified the beginning of the traineeship and the “During the Mobility” of the Learning Agreement if there are some changes in the mobility program (see above).

The only document that the host organization must fill in and sign after the mobility is the Traineeship Certificate (last part of the Learning Agreement). Furthermore, some Sending Institution may require other documents such as attendance letter, signature sheets, traineeship records etc…

06. DURATION OF THE MOBILITY

According to the Erasmus+ Guidelines, each traineeship may last min. 2 months – max. 3 months. Anyway, trainee may also ask for an extension of the mobility period up to 6 months with or without grant.

Yes. To ask for extension you must fill in and sign the TABLE A2 of the Learning Agreement at least one month before the officially end of the traineeship (see DOCUMENTS- HOW SHOULD I FILL IN THE LEARNING AGREEMENT FOR TRAINEESHIP?)

Yes. To ask for reduction you must fill in and sign the TABLE A2 of the Learning Agreement at least one month before the officially end of the traineeship (see DOCUMENTS-  HOW SHOULD I FILL IN THE LEARNING AGREEMENT FOR TRAINEESHIP?). In case the traineeship has lasted less than 2 months, it is considered undone and therefore not recognized. The trainee must give back the grant received.

07. BLENDED MOBILITY

Within the new Erasmus+ program 2021-2027 virtual mobility is no longer eligible, unless followed or anticipated by a period of physical mobility at the host organization/country (see below BLENDED MOBILITY).

A Blended traineeship is a traineeship activity which combine virtual and physical mobility at the host organization located in one of the eligible countries (see BECOME HOST ORGANIZATION_WHAT ARE THE ELIGIBLE CRITERIA TO BECOME A HOST ORGANIZATION?). This kind of mobility is fully recognized on the same way of a full physical mobility for traineeship. The duration of the blended mobility has limit only concerning the physical part (min. 2 months- max 3 months), while the virtual part has no limits.

If a mobility for traineeship will be blended, this must be specified in the student’s Learning Agreement for Traineeship in the box Traineeship program and activities (TABLE A) and in the appropriate part of the document. At the end of TABLE A, after the language information, it will be asked: “The mobility for traineeship is : physical ☐     blended ☐  virtual from destination country ☐ “.  You must tick the kind of mobility you would like to provide.

Another document to certify the blended or virtual mobility is the Traineeship Certificate, where you should explain all the activities done by the trainee during the traineeship as well as a Declaration of Virtual Mobility where period and program of the virtual part will be detailed (see DOCUMENTS BEFORE, DURING AND AFTER THE MOBILITY)

08. COSTS AND ERASMUS+ GRANT

Host organization has no costs in hosting trainee/s with SEND Consortium. All costs are indeed covered by the project. Students received an Erasmus+ grant which covers part of the travel, subsistence, and insurance costs during their mobility.

The Grant consists in a monthly lump sum which includes a basic contribution plus a contribution for traineeship. In case the trainee has disadvantaged economic conditions, he/she will receive a top up of 150 euro/month. The total amount of the grant depends on the duration of the traineeship (number of months) and on the country of destination. The monthly contributions are calculated following the guidelines established by the Erasmus+ program and by the Italian Ministry of Labor and Education.

The Erasmus+ grant is compatible with any form of financial contributions provided by the hosting organization, but it is not compatible with other UE grants/funds.We strongly suggest hosting organization to provide trainee with any form of reimbursement, pocket money or accommodation.

The insurance is covered by the sending Institutions, which normally provide an insurance for all their students and recent graduates even for activities abroad related to their studies. The insurance normally covers accidents during the work and the travel and the liability to third parties. Furthermore, The European Health Insurance Card (EHIC) allows students to receive medically necessary (hence not only urgent) care in all UE countries plus Norway, Switzerland, Liechtenstein and Iceland.

09. CONTACTS

Don’t hesitate to contact the Project Coordinator of SEND, Sara Paolazzo via e-mail: paolazzo@sendsicilia.it or by telephone: +39 0916172420.

You may send an email to the following email address mobility@sendsicilia.it, by indicating the technical issue you are facing.

You may send an email to the following email address mobility@sendsicilia.it, by indicating and describing your request.