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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…

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).

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.

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

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.