How to: Apply to the Auxiliares Program

The Auxiliares de Conversación  program is a first come, first served kinda program. You need to be ready to apply at the exact minute the applications open if you want a lower inscrita number (and thus a higher chance of getting where you want). If you are applying as a couple or as friends you will really want to apply early to make sure you have a better chance of being placed together.

In short: anyone who wants a specific place, who wants to be placed together, or who doesn’t want a risk of being wait listed/rejected you should be ready to go on application day. 
So when is the application day? Usually the first week of January.  You can guess knowing this:
  • In 2014 the program opened January 9th (a Thursday)
  • In 2015 the program opened sometime around January 10th (but I can’t get a straight answer)
  • In 2016 it opened January 12th (a Tuesday)
  • In 2017 it opened January 9th (a Monday)
  • In 2018 it opened January 9th (a Tuesday)

To apply you’ll need to do the following things (click to jump to that specific stage):

  1. Create a Profex Account
  2. Update Your CV (Resume)
  3. Gather all required documents
  4. Apply the first day it opens
  5. Go through the “states”inscrita, registrada, admitida, adjudicada, aceptada
  6. Wait for school placement
  7. Get carta de nombriamento

Or you can jump to see our timeline of the process.

1st: Create a PROFEX account

When? Before January 

Where? Here

You can create your Profex account before the application opens. In fact you really should so you can be ready.

You cannot do anything without a Profex account – you will also be using it if you renew so keep good track of your password.

Profex is a mildly annoying government website for all teachers in Spain. It’s all in Spanish and most browsers will consider it a threat to your computer. Just ignore the warning and proceed.

We have a big write up of how to create your profex account and update it here

2nd: Update Your CV (Resume)

When? You should do this before the application opens to save time on the application day.

It’s one thing to have a Profex account, but it needs to be populated with all your information.

You’ll need to fill out your Curriculum which includes your basic information, skills, experience, languages and a photo.

3rd: Gather all the required documents

When? Ideally before application day. But you can turn in your required documents after applying.

You will need:

  • a scan of your passport main page. If you passport will change later because of a name change/expiration just use your current passport (don’t wait!)
  • a scan of your diploma or official transcripts. You don’t need to send this to them, just a pdf scan.
  • a letter of recommendation from an employer or professor – be sure to follow their guidelines closely. Scanned as a PDF.
  • a cover letter (“letter of intent”) of why you want to work there/why you’re qualified. In English, around 250-300 words. Save as a PDF for profex.

4th: Apply the day of (ideally)

We did a big write-up on how to apply efficiently here.

If you don’t have your documents ready don’t wait. Apply and get your inscrita number then you can upload the documents later under “documentos anexos.”

5th: Make your way up “the states”

Profex gives you your “inscrita” number but then your coordinator needs to check your documents and change your state. When you are given a region your state changes again.

So what are the states?

The States – estado

The estado is the state or where your application is at. You’ll hear these being referenced a lot online so it’s worth knowing more about them.

You can see your state next to your number. Picture

1. INSCRITA

When? January-April (whenever you apply)
Inscrita – enrolled
To be inscrita it means you have submitted the application successfully into Profex. You now have your “inscrita number.” This is the number under your name on Profex.
Codigo solicitud: 17_2AXC000199
Means my “inscrita number” is 199.
You will probably hear many people referring to the inscrita number. But in 2017 they decided they would award placements based on when documents were sent in, not based on inscrita numbers. It’s a bit of both, honestly. So do both quickly.
 If your number is too high you will be in the system but will probably not get a placement.

2. REGISTRADA

When? January-April (whenever your documents arrive with your regional coordinator)
Registrada – registered
This means you have been officially “registered” into the program by your regional coordinator. To get to this stage they have to have received your documents  – NOW BY EMAIL, not by snail mail.

We are all working with different people in different regions, Washington DC, San Francisco, Los Angeles, Houston, Chicago, etc. So some people were stuck at Registrada for a while because the consulate would mark the documents as received then later go back through them and change to admitida. Other consulates would look at everything and change you to registrada then to admitida in the same minute.

Some people were stuck here for up to four weeks. You can email them if you’re worried. But you can assume things are going well if you don’t hear from them.

3. ADMITIDA

When? January-April (whenever your documents are checked)
Admitida- Admitted 

This means your regional coordinator has checked on all your documents (and looked at anything else- like your CV) and decided you’re good to go. To get to this stage you need to have completed your documents successfully.

Some consulates were actually quite picky about details not being followed. Don’t be surprised if you get an email or phone call requesting you fix something up if you didn’t pay attention to details (like dates). Other people were getting flagged for their signature not matching the same signature as their passport. Pay attention to details.

4. ADJUDICADA

When? April – May. For really high inscrita numbers- June or July
Adjudicada– Awarded
After waiting for a while you will be awarded your regional placement. To get to this stage you must be admitida and there must be enough placements to put you somewhere. (For instance if your number is 5000 and they only had 4900 schools then you don’t get a placement).
Now it’s up to you. You will need to accept or deny your placement. If you deny it you will not be given another placement and you have to wait until next year. If you don’t know what to do you can accept now and always defer later. In rare cases you can switch with other people (though this depends on many things). It’s probably best to just accept.
You will only know the region of your placement at this stage – not the city, town or school. ​ Some people hate this – “how can I accept a place if I don’t know exactly where I’ll be?!” It’s just the way it is.

5. ACEPTADA

Aceptada – Accepted
You need to confirm or deny your awarded region within 3 days of getting the email. If you are happy with this placement you confirm and your status will change to aceptada.

6. RECHAZADA

Rechazada – Rejected 
If you are not happy with your placement, if your plans have changed, or if you DO NOT do anything within 3 days your placement will change to rechazada.

Your placement will be an email that looks something like this:

6th: Wait for your School Placement

After you get to the final state “aceptada” you won’t need Profex anymore.The rest of it comes in email.
So far you’ve been working with regional coordinators in your country. Now that you know what region  you’re going to, you will now be waiting for that region’s coordinators. Think of it as a big paperwork shift. So while waiting for your school it’s worthless to email your local coordinator. It is out of their hands now.
The school board in your region has to decide which school(s) you will go to. When they decide you’ll get a …

7th: Carta de Nombramiento

When? July-August (or earlier, depends on the region)

Carta de nombramiento– Letter of Appointment

We did a big post on it here .This is basically the final stage. You will get a letter in the mail or by email (very rarely you’ll get nothing and will have to check on the depths of Profex). At this point you have been assigned to a school. Your letter will have the school’s name and some information about it. You can now begin the visa process and prepare to leave. We have more written here.

Bonus step: Check the information you get with your carta – you may have to do something special like submit a letter or send a copy of your background check before you leave for Spain.

How did our timeline go?

  • January 4 – Create Profex Account. Began making cover letters, resumes, etc.
  • January 9 – Apply 6 minutes after the application period opens. Become inscrita
  • January 20th – Chris moves to registrada then admitida. We mailed our documents together and it looks like they didn’t see mine in the same package. I wait a while then email my coordinator.
  • January 24th – I move to registrada then immediately move to admitida.  It seems they finally went through the papers and moved me up two states here.
  • May 8th – Move to adjudicada, get an email saying we’ve been placed in Andalucia.
  • May 8th – Accept placement, move to aceptada
  • May 17 – Andalucia emails asking for another scan of our passport. It seems that only Andalucia does this. We did this quickly in case it was dependent on our school placement.
  • May 25 – Receive school placement, Carta de Nombramiento via email, and a third page that needs to be physically mailed to Andalucia before June 15th.
  • June 10 – Notice is says it has to be mailed by June 15th. Spend over $90 in mail fees to rush it there.
  • September 17 Fly to Spain
  • October 2ndFirst day of school

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