Travelling abroad with a group of students is one of the most rewarding parts of Erasmus+, but it also comes with real responsibility. Accompanying teachers are the familiar face, the link with home and often the first person students turn to when something feels unfamiliar. This guide explains what the role usually involves and shares practical tips to help you prepare, stay calm on the ground and enjoy the experience yourself.

Why accompanying teachers matter

Erasmus+ allows schools to send accompanying persons with learners, particularly when participants are minors, are travelling for the first time or need extra support. Their presence reassures families and gives students a trusted adult who knows them well.

A good accompanying teacher does not replace the host organisation. Instead, they work alongside the local coordinator, so that students benefit from both: someone who knows the city and the placements, and someone who knows the students.

Typical tasks before departure

Much of the work happens before the group even leaves. Clear preparation prevents most problems later on. Typical tasks include:

Collecting signed parental consents, emergency contacts and any relevant medical information shared by families
Checking that every student carries a valid ID card or passport and, for EU citizens, a European Health Insurance Card
Agreeing on group rules, curfews and phone use with students and parents
Sharing the programme, accommodation details and placement addresses with families
Reviewing the school’s insurance cover and emergency procedures

It also helps to hold a short pre-departure meeting where students can ask questions about the host city, the workplace culture and everyday life abroad.

Your role on the ground

Once in the host country, accompanying teachers usually act as a bridge between students, the school at home and the local partner. In practice this means checking in with students regularly, being reachable by phone, and passing on any concern quickly to the local coordinator.

During internships, the teacher does not need to be at every workplace every day. Short visits or calls with company tutors, especially in the first week, are often enough to confirm that students have settled in and understand their tasks.

Keeping a simple routine

A brief morning message or group check-in
A daily note of anything noteworthy: absences, minor illness, feedback from tutors
A fixed time each evening when students know they can reach you
A weekly update to the school and, where agreed, to families

Safeguarding and wellbeing

Homesickness, tiredness and small conflicts are normal, particularly in the first days. Listen early, before small issues grow. Make sure students know who to contact in an emergency, both you and the local coordinator, and that they keep the accommodation address and key numbers on their phone and on paper.

Agree in advance with the host organisation how incidents are reported and who decides what. A shared, simple procedure saves valuable time if something unexpected happens.

Looking after yourself

Accompanying teachers often forget that they are also far from home. Plan short breaks, share duties if there are two of you, and accept that you do not need to supervise every free hour of older students. Taking part in a cultural visit or a Spanish lesson can also be a professional development opportunity in its own right.

Turning the experience into learning

Your observations are valuable for the final report and for future mobilities. Note what worked well, which placements were particularly strong and what students found difficult. A short debrief with students before returning home helps them recognise what they have learned and supports the recognition of their learning outcomes.

At Koyot Agency, every group in Valencia has a named coordinator who works closely with accompanying teachers, from airport transfers and accommodation to company visits and daily support. If you would like to know how we share responsibilities with you on the ground, take a look at our safety and support approach.