Work Calendar / Work Plans

Efficient management of the Erasmus+ Programme requires careful scheduling and resource planning. Each year, our International Office develops a detailed Work Calendar and corresponding Work Plans for all Erasmus+ activities. These documents serve as a timeline and task blueprint, ensuring that every step in the Erasmus+ cycle is executed on time and responsibilities are clearly assigned.

Our Work Calendar is aligned with the academic calendar and includes all key milestones and deadlines related to mobility and international projects. It typically starts by marking the periods for announcing calls for applications (for student study mobility, traineeships, staff teaching/training mobility, etc.). For example, the calendar will specify when the call for outgoing student applications opens and closes for each semester. It will then indicate the dates for subsequent steps: the selection committee meetings for evaluating applications, the announcement of selection results, and the deadlines for nominated students to accept their places.

Beyond the selection phase, the calendar covers pre-departure orientations (e.g., dates when we conduct briefing sessions for outgoing participants), language preparation courses (if offered, their schedule), and nomination deadlines we must adhere to for partner universities. It also notes academic semester dates of partner institutions if relevant, so that our students know when their term abroad begins. For incoming students and staff, the calendar includes information on arrival dates, welcome/orientation week schedules, and enrolment dates.

Additionally, the Work Calendar incorporates administrative and reporting deadlines. These include internal cut-off dates for things like grant agreement signings, learning/training agreement submissions, and Transcript of Records reception from partners. It also features dates for preparing and submitting interim and final reports to the National Agency or European Commission, financial reporting periods, and schedule for any Erasmus+ committee meetings or staff training events we plan to host.

While the calendar outlines “when” each activity happens, the Work Plans detail “how” each activity is carried out and by whom. For every major event or process on the calendar, we create an entry in the work plan that breaks down the tasks involved. For instance, consider the student mobility application period: the work plan would list tasks such as updating the application forms and online system (assigned to IT and Erasmus Office by a certain date), publishing the call announcement on the website and social media (assigned to Erasmus Office staff on the start date), holding information meetings for potential applicants (assigned to faculty coordinators during the call period), and so on. Each task comes with a designated responsible person or team and a deadline. This granular planning ensures nothing falls through the cracks – every component of an activity is accounted for.

The work plan also helps us manage resource allocation. It highlights when peak workloads will occur, allowing us to prepare accordingly (for example, if the selection committee meets in early April, we know the Erasmus Office staff will be busy sorting and checking applications in late March, so we might temporarily assign extra helpers or adjust other duties during that time). Similarly, if multiple activities converge (like outgoing student selection and incoming student preparations happening simultaneously), the work plan helps coordinate efforts so that each team member knows their priorities.

Communication and coordination are facilitated by these planning tools. Once finalized, the relevant parts of the Work Calendar and Plan are circulated to all stakeholders: departmental Erasmus coordinators get the timeline for selection and nomination, the Finance Office gets the schedule for grant distributions, the Student Affairs Office is informed about when to expect incoming student enrollments, etc. Students and staff can find important dates on our website or through official notices, which helps them plan ahead (e.g., students know when to apply, and faculty know when they might need to assist with recommendation letters or learning agreements). We encourage everyone involved to use the calendar as a reference throughout the year.

Our Work Calendar and Plan are not static; they are flexible tools that can be adjusted if circumstances change. For example, if a partner university changes its semester dates or if a new funding opportunity (like an extension for Erasmus+ projects) arises, we update our schedule and inform everyone concerned. We also incorporate a degree of buffer time for critical tasks to accommodate unforeseen delays (such as visa issuance delays or public holidays). In the event of an unexpected disruption (like travel restrictions or other emergencies), having a well-structured plan actually makes it easier to re-plan – we can quickly identify which upcoming activities might be affected and devise contingency measures for each.

By adhering to a comprehensive Work Calendar and Plan, the Erasmus Office ensures a proactive management approach. This reduces last-minute rush and errors, as everyone knows what to do and when. It also enhances transparency and reliability; students and staff can trust the published schedule and make their arrangements (travel, academic planning, etc.) accordingly. The discipline of planning, executing, and reviewing tasks on a timeline contributes significantly to the quality of our programme implementation. Each year, we review the execution of the Work Plan – noting any deviations or bottlenecks – and use those insights to refine the next year’s planning. This continuous refinement aligns with our PDCA cycle and helps in steadily improving the efficiency and effectiveness of our Erasmus+ operations. In short, our Work Calendar and Work Plans are indispensable tools that underpin the smooth running and high quality of the Erasmus+ experience at our university.

Last updated: 25.10.2026