Erasmus+
Staff Handbook

All Erasmus+ mobilities and projects at Deutsche Schule Prag are anchored to four strategic goals agreed by the Erasmus team and school leadership. Every mobility should be aligned to at least one of these goals, and the alignment should be documented in the Learning Agreement and post-mobility reflection.

The table below is derived from the official DZS quick-reference guide. It shows which of the four key documents is required, optional, or not applicable for each Erasmus+ activity type.

Required  |  Optional  |  N/A (unshaded)

Activity	Participant Agreement	Learning Agreement	LA Confirmation	Participant Report
Job shadowing	Required	Required	Required	Required
Study visits	Required	Required	Required	Required
Courses & vocational training	Required	Optional ¹	Required	Required
Short-term learner mobility	Required	Required	Required	Required
Long-term learner mobility	Required	Required	Required	Required
Guest teachers & recent graduates	Required	Required ²	Required	Required
Guest experts	Required	N/A	Ed. Programme ³	N/A
Group learner mobility	N/A	Ed. Programme ⁴	Participant list	Required (lead)
Preparatory visits	Optional	N/A	Required ⁵	N/A
Accompanying persons	N/A	N/A	N/A	N/A

2.1 Document Descriptions

Participant Agreement (Účastnická smlouva)

A bilateral contract between the sending institution and the individual participant. Sets out rights and obligations, the grant amount (if any), and conditions of participation. Must be signed before departure.

• ›Required for nearly all activity types.
• ›Must be signed by the school's legal representative and the participant.
• ›Store the signed original in the school Erasmus+ archive.

Learning Agreement (Smlouva o učení)

A three-party agreement between the sending institution, the receiving institution, and the participant. Defines the learning or training programme and must reference at least one of the school's four strategic goals. Any changes during the mobility must be formally amended in writing.

• ›Must be agreed and signed by all three parties before the mobility begins.
• ›For guest experts: replaced by the 'Educational Programme' document.
• ›For group learner mobility: replaced by the 'Educational Programme for Group Learner Mobility'.

LA Confirmation / Europass Mobility Certificate (Potvrzení ke smlouvě o učení)

Issued by the receiving institution after the mobility. The Europass Mobility certificate fulfils this requirement for most individual mobilities.

• ›Request confirmation from the host institution before departure — confirm they know it is required.
• ›For preparatory visits: no standard DZS template exists.

Participant Report (Zpráva účastníka)

A post-mobility reflection submitted via the EU Survey tool. Compulsory for most activity types and must be submitted within 30 days of return.

• ›For group learner mobility: the lead accompanying person submits the report.
• ›For guest experts and preparatory visits: not required.

2.2 Footnotes & Special Cases

This section covers the full process from initial planning through to post-mobility administration. Use the workflow that corresponds to your role: Section 3.2 for coordinating teachers, Section 3.3 for accompanying teachers leading group mobilities, and Section 3.4 for individual participating staff.

3.1 Decision & Approval Process

Before any mobility is confirmed, it must go through an internal approval process. This applies to all new proposals — whether initiated by a teacher or by the coordinator team.

1. 1The Erasmus coordination team informs staff about the programme and available opportunities at whole-staff meetings (GLK).
2. 2Any teacher interested in leading or participating in a mobility informs the coordinators.
3. 3The pedagogical coordinators assess thematic relevance to the four strategic goals, identify suitable partner schools, and evaluate educational value.
4. 4The proposal is presented to the extended Erasmus team (coordinators, school leadership, administration) for a go/no-go decision.
5. 5If approved: communication with the partner school begins — format, dates, funding, accommodation, and transport.
6. 6If deferred or rejected: the proposing teacher is informed with a reason and, where possible, an alternative path.

3.2 Coordinating Teacher Workflow

Phase A: Before the Mobility

1. 1Confirm the activity type and funding source — accreditation or project grant.
2. 2Identify participants and confirm eligibility with school management.
3. 3Contact the receiving institution to confirm dates, programme, and document-signing capacity.
4. 4Prepare the Participant Agreement using the standard DZS template; have it signed before departure.
5. 5Prepare the Learning Agreement if required (see Section 2); allow at least two weeks for all three parties to sign.
6. 6Ensure the Learning Agreement references at least one of the school's four strategic goals.
7. 7Submit travel and accommodation requests to Tamara Čakarmišova (administration).
8. 8Clarify per diem entitlements with Radka Rubricius before departure.
9. 9Apply for OLS language assessment and any other grant supplements via the DZS portal.
10. 10Brief the participant using Sections 3.4 and confirm they understand their reporting obligations.
11. 11File all pre-mobility documents in the school archive (physical and digital copies).

Phase B: During the Mobility

1. 1Maintain contact with the participant at agreed intervals.
2. 2Address any programme changes promptly — a written amendment to the Learning Agreement must be issued immediately if the programme changes.
3. 3Flag any serious issues (health, safety, cancellation) to school management and DZS if required.
4. 4Send photos and dissemination materials to Tomáš Randýsek for PR use.

Phase C: After the Mobility

1. 1Collect all post-mobility documents from the participant (see Section 4).
2. 2Verify the LA Confirmation or Europass Mobility certificate has been received.
3. 3Confirm the Participant Report has been submitted via EU Survey within 30 days.
4. 4Prepare the coordinator's report if required by the grant agreement.
5. 5Send photos and dissemination materials to Tomáš Randýsek for PR use.
6. 6Update the school's mobility register and complete the archive.

3.3 Accompanying Teacher Workflow (Group Mobilities)

Before Departure

1. 1Inform the Erasmus coordinators of your interest in leading a mobility.
2. 2After approval, contact the partner school to confirm dates and programme.
3. 3Prepare a preliminary weekly programme.
4. 4Complete the Learning Agreement with the coordinators — ensure it references at least one strategic goal.
5. 5Select participating students, taking inclusion into account. Participation must be possible for students not hosting a guest.
6. 6Where appropriate, arrange host family placements — hosting a guest is preferred but must not be a condition of participation.
7. 7Submit all travel and accommodation requests to Tamara Čakarmišova (administration).
8. 8Confirm per diem arrangements with Radka Rubricius.
9. 9Prepare students before departure: cultural briefing, programme overview, behavioural expectations.
10. 10Check all documents are ready before departure — Learning Agreement, Participant Agreements, insurance, and any inclusion documentation.
11. 11Collect a completed and signed Parental Consent Form from each student's parent or guardian before departure — covers travel documents, emergency contact, medical information, conduct declaration, and media consent. Template in Appendix A. Retrospective signatures are not permitted.

During the Mobility

1. 1Ensure the Group Mobility List is signed by all participants and the host institution.
2. 2Maintain daily supervision and pastoral oversight of the student group, following the school's safeguarding and duty-of-care policies at all times.
3. 3Document the programme with photographs and brief daily notes. Note: photography of students for school publication purposes (website, social media, newsletter) is only permitted where the parent or guardian has given media consent on the Parental Consent Form (Appendix A). If consent has not been given, do not publish identifiable images of that student. Share all materials with Tomáš Randýsek on return.
4. 4Collect certificates of participation if the programme includes courses or training elements.
5. 5Report any serious issues to the coordinators and school management immediately.

On Return

1. 1Conduct a reflection session with students.
2. 2Complete the ICES (Impact and Contribution to European Society) survey — this is an internal DSP impact survey used to track mobility outcomes across the school.
3. 3Submit photos and a short written report to Tomáš Randýsek ([email protected]) for PR and documentation.
4. 4Complete the impact reflection form and return all signed documents to the coordinator within one week.
5. 5Hand the signed Group Mobility List and any certificates to the coordinator for archiving.

3.4 Individual Participating Staff Workflow

Before You Leave

• ›Sign the Participant Agreement with the school coordinator.
• ›Sign the Learning Agreement (if applicable) — ensure the host institution has also signed.
• ›Complete any required OLS (Online Language Support) assessment.
• ›Confirm insurance and per diem arrangements with the coordinator and Radka Rubricius.
• ›Keep a digital copy of all signed documents accessible during travel (phone or email).

During the Mobility

• ›You must attend all scheduled programme sessions. Unexplained absences may invalidate the Erasmus+ grant.
• ›Confirm with the host institution that they will issue the LA Confirmation or Europass Mobility certificate before you leave.
• ›Keep all receipts for travel and accommodation.

On Return

• ›Hand all documents to the coordinator within one week of returning.
• ›Complete the Participant Report via EU Survey within 30 days (link sent to your registered email).
• ›Attend a debrief meeting with the coordinator if requested.
• ›Prepare a short dissemination contribution for colleagues — see Section 4.3.

3.5 Mobility Timeline Overview

Stage	Responsibility	Deadline
Teacher proposes mobility idea	Teacher	Any time — via coordinators
Coordinators evaluate & team approves	Coordinators + leadership	Within 2 weeks of proposal
Contact receiving institution	Coordinator	At least 6 weeks before
Draft & circulate Learning Agreement	Coordinator + Participant	At least 4 weeks before
All documents signed	All parties	Before departure
Travel booked via administration	Coordinator + Tamara Čakarmišova	At least 4 weeks before
Per diem confirmed	Radka Rubricius	Before departure
OLS assessment completed	Participant	Before departure
Participant departs	Participant	Mobility dates
Receive LA Confirmation / Europass cert.	Participant	Before or on return
Submit Participant Report (EU Survey)	Participant	Within 30 days of return
Photos & report to PR (Tomáš Randýsek)	Teacher / Participant	Within 1 week of return
Coordinator post-mobility report	Coordinator	Per grant agreement
Full archive completed	Coordinator	Within 6 weeks of return

All Erasmus+ mobilities require a defined set of reporting and documentation actions after the activity ends. This section specifies what is required, who is responsible, and how documents should be stored.

4.1 Participant Report (EU Survey)

The Participant Report is mandatory for most activity types (see Section 2). It is completed online through the EU Survey platform; the link is sent automatically to the participant's registered email address.

4.2 LA Confirmation & Europass Mobility Certificate

For most individual mobility types, the LA Confirmation requirement is fulfilled by the Europass Mobility certificate issued by the receiving institution. The certificate records the participant, institution, dates, activities completed, and competencies developed.

• ›Request confirmation from the host before departure — do not assume it will be sent automatically.
• ›If not received within three weeks of return, the coordinator follows up directly with the host.

4.3 Dissemination Requirement

Erasmus+ grant agreements require the school to demonstrate that mobility experiences are shared with colleagues, students, and/or the wider community. All dissemination activities must be logged.

• ›A short written report or contribution to the staff newsletter.
• ›A presentation at a staff meeting or professional development day.
• ›A contribution to the school website, Erasmus+ corner, or social media (coordinate with Tomáš Randýsek).
• ›A structured lesson or workshop drawing directly on the mobility experience.

4.4 Post-Mobility Archive Checklist

Every completed mobility must be archived. Tick each item once received and filed.

Document	Format	Responsible	✓
Participant Agreement (signed)	Original + digital copy	Coordinator
Learning Agreement (signed, if applicable)	Original + digital copy	Coordinator
LA Confirmation / Europass Mobility cert.	Digital copy	Coordinator
Participant Report confirmation (EU Survey)	Email / PDF printout	Coordinator
Group Mobility List (if applicable)	Original + digital copy	Coordinator
Travel receipts & boarding passes	Digital copy	Participant
Accommodation receipts	Digital copy	Participant
Parental consent forms (student mobilities)	Original	Coordinator
OLS assessment completion (if required)	Screenshot / email	Participant
Dissemination record	Written note / email	Coordinator
Coordinator post-mobility report (if req.)	DZS portal / email	Coordinator
Mobility register entry updated	Internal system	Coordinator

4.5 Data Retention

Erasmus+ regulations require all supporting documents to be retained for a minimum of five years after the final grant payment. Store files in the dedicated Erasmus+ folder in the school shared drive, organised as follows:

The following table defines who is responsible for each area of Erasmus+ activity at Deutsche Schule Prag. All staff involved in a mobility should know their own row before departure.

Area	Responsible	Contact	Key Tasks
Strategic planning	Erasmus team + school leadership	—	Project decisions, yearly planning, accreditation oversight
Pedagogical coordination	Klára Hošková Justin Steinmetz	[email protected] [email protected]	Goal alignment, Learning Agreements, teacher support, document sign-off
Travel & accommodation	Tamara Čakarmišova (Administration)	[email protected]	All transport and accommodation bookings — contact before making any arrangements
Finance & per diems	Jitka Špetová Radka Rubricius	[email protected] [email protected]	Erasmus budget oversight (Jitka); per diem rates, receipts, and financial processing (Radka)
PR & dissemination	Tomáš Randýsek	[email protected]	School website, social media, documentation, dissemination coordination

External Resources

Resource	Details
School address	Schwarzenberská 1/700, 158 00 Praha 5  |  +420 235 310 544
School website	www.dsp-praha.cz
DZS (National Agency CZ)	www.dzs.cz  |  [email protected]  |  +420 221 850 100
DZS address	Na Poříčí 1035/4, 110 00 Praha 1
EU Survey (Participant Reports)	ec.europa.eu/eusurvey
Europass Mobility	europass.europa.eu
OLS (Online Language Support)	erasmusplusols.eu
Erasmus+ Accreditation No.	2023-1-CZ01-KA120-SCH-000190080  (valid to 31-12-2027)
Current Project Grant No.	2025-1-CZ01-KA121-SCH-000311813  (01-06-2025 to 31-08-2026)

The following template must be completed and signed by the parent or guardian of every student participant before departure on any Erasmus+ group mobility. Collect the original signed form before travel. Digital submissions (scan or photograph by email) are acceptable. Originals must be archived in the Erasmus+ folder.

Form Contents

The consent form is structured as a two-page information letter and a detachable slip:

• ›Letter (pp. 1–2): Trip details table, conduct and safety rules, disciplinary removal clause, medical and insurance information, cancellation and costs policy, coordinator sign-off.
• ›Consent Slip (p. 3): Student details, emergency contact, health and medical free-text box, eight declarations (including media consent), signature block.

Declarations Covered

1. 1Consent to participate in the Erasmus+ mobility.
2. 2Confirmation of valid travel document (3 months beyond return date).
3. 3Confirmation of valid EHIC or equivalent travel health insurance.
4. 4Consent to approved independent movement within agreed boundaries.
5. 5Confirmation of student's ability to self-administer medication; authorisation of accompanying teacher for emergency medical consent.
6. 6Acknowledgement of liability for non-recoverable costs on withdrawal.
7. 7Acceptance of conduct and safety rules.
8. 8Media consent — photographs and video for school website, newsletter, and social media. Opt-out: leave unchecked; participation unaffected.

Placeholders to Complete Before Sending