How to: Apply to the Auxiliares Program

 It’s 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 want to apply early to make sure you have a better chance of being placed together.

So 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. 
When is the application day? We don’t know. But 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)

You can expect it in the first full week of January. 

1st: Create a PROFEX account

When? Before January 

Link? Here

This is to get ready for the application process to begin (which is why you can create your account before the application opens).

This is the most necessary step as you can’t get into the program without a Profex account. 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.

I’ve written a huge write up of how to create and update your CV 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 you should just do your current passport (don’t wait!)
  • a scan of your diploma or official transcripts. You don’t need to send any of 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 should 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 to Profex here. Give that a read.

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. Then when you are given a region your state changes again.

So what are the states?

The States – estado

You’ll need to travel through 5 levels (or estados – states) of the application (the last state being accepted or denied).
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
On application day (or whenever you apply) you will finally enter the first state. Don’t forget you need to apply the second it opens to get a good spot. If your number is too low you will be in the system but will never get a placement.
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.

2. REGISTRADA

When? January-April (whenever your documents arrive with your regional coordinator – NOW BY EMAIL NOT MAIL. So you have no excuses for your documents arriving late).
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.

This will go differently for many people. 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 go back through them and change to admitida. Other consulates would get your packet, look at it and change you to registrada and admitida in the same minute.

Some people were stuck here for up to four weeks. You can email them if you’re worried. The general rule of thumb is they will contact you if something isn’t right. You can assume things are going well if you don’t hear from them. I emailed my regional coordinator here because I wanted to keep my husband’s and my papers together.

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 meet all the requirements. 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/document arrival, 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 you may not ever become adjudiciada).
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 later, as well. 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.

6th: Wait for your School Placement

After you get to the final state “aceptada” you don’t need Profex anymore. You are also at the top of the estados  – now you won’t need to check Profex hardly ever. 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’s 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 …

Carta de Nombramiento

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

Carta de nombramiento – Letter of Appointment. This isn’t a state of application you’ll see on Profex but it’s the final stage on Spain’s end. 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.

Sometimes people get multiple schools. In this case you will probably be working at one for a whole week then doing the other school the next week. Don’t panic if you have more than one school.

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 2nd – First day of school

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