Special rules due to the pandemic

The ongoing pandemic has led to greater flexibility in terms of project implementation.

  • Project duration: The approved mobility projects from 2018, 2019 and 2020 can submit an Application for an Amendment to the Agreement to extend the duration of the agreement by up to 36 months. 
  • Start of mobility projects for apprenticeship graduates: In approved mobility projects from 2018, 2019 and 2020, apprenticeship graduates may start their mobility projects within 24 months (instead of 12 months) of graduation. 


Project implementation

Once a project receives funding approval, the project organisation is continued in the form of project implementation. This stage ends with the project conclusion. Movetia will help the project organisers with individual aspects that must be considered in the form of various services, offers and information. For this reason, we have developed seven steps for a successful project:

4. Project funding

Once a project is approved for funding by Movetia, financial support is guaranteed during the approved project duration.

  • General Terms and Conditions: In addition to the agreement, you will also receive our GTCs, which are an integral part of the agreement between Movetia and the project manager and define the terms of the cooperation. 
  • Financing arrangement: The subsidy for your institution’s European mobility projects is always disbursed in three instalments: 1st instalment (when the agreement goes into effect), 2nd instalment (after the intermediate report is approved), 3rd instalment (after project completion).
    You can find a more detailed description of the instalments in the project timeline (project cycle and deadlines) or in the GTCs. 
  • Kick-off: At this mandatory event, the representatives of the approved projects receive information about project implementation. The timeline offers you an overview of the project cycle and the key deadlines. Reporting (intermediate and final reports) and project management, including all project-relevant documents, are also presented. 

5. Project implementation

The mobility project activities and their concrete contents are prepared, implemented and processed. The lessons learned and objectives to be achieved during the foreign exchange period will offer the mobility project participants added value and are coordinated with their educational programmes in their countries of origin. Monitoring before, during and after the mobility projects is a key component for quality assurance in the project, as is the prior insurance declaration, which also falls under the scope of responsibility of the project manager and the mobility project participants.

  • Mobility projects: The mobility projects take place within the time period defined in the respective applications. Despite the defined timeframe, there is a certain amount of flexibility (in terms of budget, partners, country, term of the agreement, contact persons).
    Movetia must be notified of any changes in writing. In the event of changes to the project, feel free to contact Movetia for more detailed information and consultations at any time. 
  • Project cycle: The project timeline contains an overview of the most important dates in the project cycle. 
  • Project-relevant documents: Various documents are available for quality assurance purposes. Some of these documents are for informational purposes only, others serve as proof of mobility and are part of the reporting process, and therefore must be part of the implementation of the project. All project-relevant documents and their use are summarised for you in the “Project management” document. 
  • Mymobilities from 2020 / Mobility Manager until 2019: There are tools at your disposal to make it easier to manage finances and capacities in the project, including instructions and informational videos (from spring 2021).
    Access to mymobilities.movetia.ch (DE)
  • Verification and achoring: Mobility as added value for the participants must be attested. For this purpose, you can provide certificates, job confirmation, letters of recommendation from employers or the Europass Mobility document (a standard European certificate for the documentation of exchange experiences).
  • Monitoring and communication during the project: During the mobility project, you are responsible for ensuring that there is a support system in place for participants. For an interactive exchange, Movetia allows you as the project manager to use “Realto” free of charge. This web-based platform can be used to communicate with partner institutions and mobility project participants. 
  • Request of the 2nd tranche payment: During the project term, the triggering of the second tranche can be requested via mymobilites.movetia.ch if 28% of the project budget has been demonstrably used.

During project implementation, additional events are held with the objective of exchanging information on specific topics or allowing participants to network with one another. 

  • Intercultural preparation workshops: Movetia provides all project managers with important knowledge for the intercultural preparation of mobility project participants in the form of workshops.  
    Upcoming events (TBA)
  • Networking events and webinars (from 2021): Movetia organises targeted events and events focussed on specific topics to foster exchange amongst project managers. Movetia also provides project managers with project-relevant information in webinars.  
    Upcoming events (TBA)

6. Reporting / project conclusion

After implementation of the mobility projects, the individual projects as well as the overall project must be concluded with an evaluation and communication regarding the project results and findings.

  • Project evaluation: After the mobility experience, a response will be obtained from participants (apprentices and apprenticeship graduates or individuals responsible for vocational training). These responses will be integrated into the overall internal evaluation, which also reviews whether the objectives specified in the application have been achieved. 
  • Reporting on projects: The results and products of the projects funded by us are to be shared as widely as possible and made available to other key players in the education system. Publications and reports connected with the project are required to mention that they received funding from Movetia. Movetia is happy to share your information with others (via website, social media).
    Send your ideas and reports to: vocational.education@movetia.ch
    The Movetia logo, text modules and our social media information can be found on the “Reporting on projects” page.
  • Final reporting: A final report must be submitted via my.movetia.ch (DE) at the latest 60 days after the conclusion of the term of the agreement. Movetia will review the submitted final report on the basis of formal, substantive and financial criteria. 
  • Continuation of the project: Implementation of an initial mobility project often generates ideas for a continuation of the project. Develop the mobility project further and submit additional vocational training applications or applications at other levels of education

7. Community and networking

Across all of the previous process steps, communication about exchange and mobility remains the number one focus. Movetia offers different formats for the purpose of establishing and maintaining a strong network:

  • Discussion forum: The discussion forum can be used to communicate with other project managers throughout the entire duration of the project. Every post, both questions and answers, counts and is valid.
  • View of the discussion forum currently under construction (read only, DE) 
  • Cooperation: Movetia is always interested in establishing partnerships within the context of (inter)national educational cooperations and is happy to communicate and exchange ideas with other organisations. If you have an idea for a possible partnership, please do not hesitate to get in touch and discuss your idea with us.
    Partnerships in the field of vocational training: 
    Swiss federal institute for vocational education and training (SFIVET)

In addition to the parties responsible for implementation, the fields of education, science and politics also have an interest in the topics of exchange and mobility. Meet representatives of all interest groups at Movetia’s large-scale events. 


Key dates for carrying out the project

  • 1st June 2020: Project start
  • May 2020: Kick-off event for all project promoters of the 2020 calls
  • No later than halfway through the project period: Submit interim report via my.movetia.ch (DE).
  • 31st May 2021/2022: Contractual project end (all mobilities must be completed by this date. Contracts may be extended by means of an Amendment).
  • End of July 2020 /2021: The Final Report must be submitted with all Mobility Documents within 60 days after the contratctual end of the project via my.movetia.ch (DE).