Hola! I wrote this post quite a while ago, when it was all still fresh in my head from the application process. However, I decided not to share until now, because I wasn’t ready for everyone to know I was moving to Spain. 🙂
So, you’ve decided to apply for the Auxiliares de Conversacion program through El Ministerio for the upcoming school year. Felicitaciones! That’s a huge decision, and if you’re like me, it’s the realization of you following your dreams.
But you’ve probably done a bit of research, and you’ve probably heard about the application process. Unfortunately, PROFEX’s reputation precedes it, and the prospect of applying for something so important in such a confusing way is daunting. Oh, and let’s not forget the fact that you’re competing with all other applicants for a low inscrita number!
Just as a refresher — what is an inscrita number and why is it so important? Well, the Ministry program is largely first come, first served. If you’re eligible for the program and within the first ~3000 applicants, you’re basically guaranteed a placement. The main reason you want a very low inscrita number, though, is because you’re more likely to be placed in one of your preferred regions, designated in your application.
The past few years, the application has opened in early January. It’s likely that the new information for the upcoming school year won’t even be published until the Thursday or Friday before the application opens (on a Monday or Tuesday). This was frustrating for me, as someone who had been checking the Ministry website daily since September.
I’ve put together a timeline with actions you can take to ensure the lowest possible inscrita number when the time comes.
Update February 2023: So it’s been 5 years since I first applied to the program, and 4 years since I renewed. A lot of things have probably changed since then — and some readers have pointed them out in the comments! Be sure to check out the comments below to find out some of the things that have changed (for example, having a regional contact). Thanks for stopping by and good luck to everyone!
Several months in advance:
Reach out to a former professor and ask for a letter of recommendation. Send them the guidelines and set a deadline with them (remember, the holidays are coming up and so are finals). Make sure the letter is on official university letterhead and signed. Have them mail it to your home address.
Write your letter of intent. It only needs to be about 300 words. All you really need to do is talk about why you’re interested in the program, and definitely mention that you are a U.S./Canadian citizen and native English speaker. Make sure the letter is dated, addressed to the proper contact for your state/province (if necessary), and signed.
The week leading up:
Make sure you have your four documents that you have to upload in PDF format: a copy of the photo page of your passport, a copy of your university diploma, the letter of recommendation, and the letter of intent. The easiest way to get these items in PDF format is to download an app called Camscanner, and take a photo of each item, which will convert it to a PDF. Then log into Camscanner on your computer and download the PDFs.
Print the entire PROFEX Manual. It’s 26 pages, and it’s a lifesaver. This manual will take you step-by-step through the entire process, with explicit instructions in English on what to select on every screen. Print it out and mark it up; highlight the parts you want to draw attention to; write in your top 3 regional choices with big circles around them. You want to do everything you can to make the process quick when the application window opens. (Update Jan. 4 2019 – it looks like they updated the PROFEX interface, but didn’t update the manual. COOL.)
Using the manual, log into PROFEX and begin your application. This is the part that always confused me when it was mentioned on other auxiliar blogs — when they said you could start your application early, what did they mean? There is a part that you can start before the application officially opens, and that’s the “CV” part. You enter all your nationality, education, experience, and contact information – you essentially build your profile. Then it’s all ready to go.
Finally, save your four PDF documents to a file location in your computer where they will be easily accessible. I put mine in a “Spain 2018” folder on my desktop, and within this folder I named each document with a number prefixing it – each number referred to the order in which the documents would need to be uploaded. 1-Passport.PDF, 3-Diploma.PDF, 4-LetterOfIntent.PDF, 5-LetterOfRec.PDF. (Number 2 in this section is just checking a box stating that you don’t have any contagious diseases.)
The day of:
Remember – the application process opens at 12 a.m. GMT+1, so if you’re in the U.S. or Canada it’ll most likely be sometime between 2 p.m. and 6 p.m. Make sure you have no other obligations during that time. You want to be able to log into PROFEX and power through it quickly and efficiently.
Verify that you’re somewhere with a strong internet connection, your marked-up PROFEX manual, and no distractions. And when 12:00:00 hits in Spain, log in and finish the application. If you follow the manual, you’ll be golden. When you finish, click “Inscribir” to submit. Time to find out…
What is my inscrita number?
Look at the bottom of the page that loads after you submit your application. In the far left column, under Situacion solicitud, it will say “Inscrita” – this will change as your application moves through the process. Under Numero solicitud, you’ll see a long number that looks something like 19_2AXC000134. The last 4 digits are your inscrita number.
In my case, I was super happy with my inscrita number of 134! I finished my application in about 11 minutes, and 133 people had already applied before me. By the next morning (in North America), the number was already approaching 500. That’s why it’s so important to apply early and snag that super low inscrita number. I can say with confidence that I’ll most likely be in one my preferred regions next year!
Update October 2018: Yep, I got placed in Madrid, which was my number one choice. Keep in mind that some of the regions don’t pay their auxiliares on time — Madrid was always prompt to pay, but I’ve heard horror stories about Valencia and Murcia.
What do I do next?
You’ve gotten your inscrita number, but your application isn’t complete quite yet. There are just a few final things you need to do.
First, print the form generated by PROFEX when you submitted your application. Next, print the Application Checklist (found on the Ministry website). Complete both of these forms and sign them. Scan them with Camscanner and save them in PDF format on your computer.
Finally, locate once again your regional contact’s information and send them an email with these two PDFs. The subject line should include your inscrita number, in the following format: 18_2AX 0134 Lastname, Firstname.
Your status should change to “Admitida” over the next few days or weeks, and then it’s time to play the waiting game for your regional placement.
Once you get your regional placement, here’s what you need to do: What To Do After Receiving Your Regional Placement
What is it like to be an Auxiliar?
After two years as an auxiliar, I wrote several articles about what it was like… as well as a guide to help you get started with your legal status in Spain (especially if you’re in Madrid. Check these out:
All About the Auxiliares de Conversacion Program
The Truth About Living in Spain
A Day in the Life of an Auxiliar de Conversacion – Spain
Auxiliares de Conversacion Guide – Madrid (Part I)
Auxiliares de Conversacion Guide – Madrid (Part II)
Auxiliares de Conversacion Guide – Madrid (Part III)
Are you applying for next year? Where do you hope to be placed? Let me know in the comments!
-Cathy
Originally Published on October 5, 2018.
When did you receive your placement location?
Hi Amber! Last year the application closed on April 13, and I received my regional placement (Madrid) on May 14. I got my school placement on June 18. That was with my low inscrita number of 134. This year I wouldn’t expect anything until beginning of May at the earliest!
I’m working on another post about what to do after getting your regional placement, so you can check back here in the next couple of weeks!
-Cathy
Hi cathy ,
Thanks for sharing your experience !!
I have got my regional placement which is Andalucia , around 12th april but could you please tell when will we receive the offer letter ? and also school starts from OCT 1st , so when do we have to move to spain because we need to find and arrange the accomodation and things and all right !!
Hi Sneha,
Thanks for the comment! Last year I didn’t get my regional placement till mid-May. I’m surprised you got yours so early! Are you from outside the US? I know non-Americans usually get their placements first.
I got my school “offer” letter about a month later on June 18. I’m in Madrid and I know every region is different. Madrid might actually be later on the cartas since school lasts longer there.
You’re free to move to Spain whenever you want, as long as it’s before October 1! Most people come between the end of August and mid-September to get settled. Just make sure you have your visa or any requires legal documents before you come!
Let me know if you have other questions or check out my other posts! 🙂
-Cathy
Hola Cathy ,
Thanks a lot for your reply and taking out time for me ,
I am from India , so we Indians ( Friends that have got selected ) have no idea about the offer letter , We just know about this programme . This Programme has been introduced in India for the first time , so we guys dont have much knowledge about it .
We are studying in Instituto Cervantes learning Spanish language . So were told that the result will come out in the end month of April or first week of May , But Luckily we received our Status Admitida and were offered our regional place .
We have gone through the profex and read all guidelines and experiences of the previous auxiliares . But we dont know the next step , what to do next . I believe we just need to wait for our offer letter , as we dont know the school and the city yet . We only know that we have got Andalucia .
Any more additional information or help , Kindly update me !! 🙂
Hello Cathy.
I’ve lived in Madrid for 3 years finishing university. Applied for the program and chose Madrid because my life was there plus I have family. I got my placement in Valencia and I am so bummed. Would you know if there is a way I can appeal? And to whom? I was told to accept the post and request for reassignment as other may back-out and not accept the post. Any advice? Thank you for your time.
Hey Deb!
First, I’m sorry that happened. I understand firsthand how this program seems very unorganized. A Spanish friend’s mom who works in a school requested me last year, and I requested them, and guess where I ended up? Not there…
I would advise emailing or calling the regional contacts for Valencia and Madrid. I think this is Valencia’s email – auxiliars.valencia@gva.es – and here’s the one I’ve used for Madrid: auxiliares.conversacion@educa.madrid.org
Additionally, you could check some of the auxiliar Facebook groups and see if anyone received a Madrid placement who would like to switch to Valencia. It might be worth a try! The regional contacts might also be more willing to let you switch if you’d already found a “replacement.”
Best of luck and please keep me posted, I’m really interested to know how stories like this turn out so I can use it to keep advising auxiliars in my posts!
Thanks!
-Cathy
Hi,Your post has been really helpful and I’m hoping you may be able to help me with a problem I’m having. I’m applying for the program for 2020 and while the application isn’t officially open I’ve created a login. In your post above it states:
“there is a part that you can start before the application officially opens, and that’s the “CV” part. You enter all your nationality, education, experience, and contact information – you essentially build your profile.”
I can’t locate the spot to do this. I looked through the manual and the screenshot that is displayed on in the guide offers a set of options that does not appear on my screen. Is it possible I’ve done something wrong, I wonder? Perhaps that part of the site is unavailable?
Any help who be appreciated! Should I email the PROFEX support?
Okay so my problem is solved. I think it just took some time to aggregate the data I had already entered. I can now access the CV area. Again, great post. I appreciate the timeline of what I can do now and how to best prepare myself. Cheers!
Hello! I have a question I am hoping you can answer, I am completing my letter of intent and I am confused who to address it to. I know it has to be addressed to the Spanish Ministry of education, but I found a link that gave me the addresses for each Spanish region’s conversation auxiliary program. Do I choose the region I want to teach in to address it to? Thank you!
Hi Paige!!
Thanks for the comment! I was just looking through the application guidelines for this year – since it’s been 2 years since i applied – and i think they’ve changed a few things. We used to have a regional contact based on our home state in the US or Canada, but it looks like they’ve done away with that. I would just address your letter to the Spanish ministry of education in general – because I’m not sure who reads it! The regional contacts within Spain will be your go-to people once you’ve officially been assigned a region.
I hope that helps!
-Cathy
Hello! Thank you for this guide, it is so very helpful in navigating this process. Just to clarify, since you’ve done this before: this year’s application opens at midnight on Jan 30 (CET), so does that mean it is available to access on Wednesday, Jan 29 at 3pm in California, USA (PST)? I just want to make sure I apply at the correct time to get the best possible placement. Thank you! 💫
Hi Martina,
Yes, that should be the case! 🙂 buena suerte!
-Cathy
Hey Cathy,
I accidentally put the wrong consulate on my application. Do you think that’s a problem? Should I just be sure to go to my corresponding consulate for the actual appointment with my carta de nombremiento? I don’t want to hit any kinks!
Hi Kathy!
When you say you put the wrong consulate on your application, what do you mean? Do you mean who you “addressed” your letter to? Because it’s been two years since I applied for the first time but I can’t remember having to say anything about my consulate for the application itself.
Definitely just move forward with your actual consulate! I’m sure it’s not a problem whatever happened with your application.
-Cathy
Sorry, I am just now seeing your response! On this year’s updated application, there’s a section where you indicate which consulate you will be applying through. The more I thought about it, the more I realized it probably isn’t a problem as long as I go to the right consulate in the end, as you suggested! Thank you for your posts, they’ve been a great guide to me. My inscrita number is 201, so I’m quite hopeful I will get my first choice of Madrid, fingers crossed.
Hey! You’re DEFINITELY going to get Madrid with that inscrita number, unless they totally screw something up… which stranger things have happened 😉
Glad you found the posts helpful! Good luck and let me know if you need more help later in the process!
-Cathy
Hi! Thank you so much for this! I’m researching and preparing to apply for the 2021-2022 year.
I’m a little lost about writing the letter of intent to the regional contact for your state/province? I haven’t been able to find who my contact would be!
If you happen to remember where you find this, I’d appreciate the help!
Thank you!
Best,
Emily
Hi Emily! I saw your follow up comment — yeah, I think they’ve changed some things. (I can’t believe I applied almost 3 years ago already!!) I do think addressing it generally is the best option.
Thanks for stopping by and good luck with your app!
-Cathy
* Now see someone else did ask about this! I guess its changed over time and I just address it generally ?
Thanks!
Hi,
I am applying for the first time and in profex I have filled my 3rd prefence that is not allowed for Indians will that affect my selection process ? While the first two presences are correct ??
I am worried about this and didn’t saw that this city is not included.
Hi Kirti! Unfortunately I don’t know about that. I hadn’t heard that this could be the case for some cities or regions. It is still pretty early in the application process so at this point I think you would be most likely to get one of your first two choices, anyway! Best of luck!
—Cathy
Hi Cathy
Thank for so much for the blog. Its really helpful.
Although Im kind a distressed as my inscrit number is insanely high, 5697.
Forget about the preference, Im not even sure if I will be placed any where.
Do you have any idea about the number of positions that are available?
Thanks!!
Hi Suhasini! I’m sorry I didn’t see your comment until now. I’m glad you stopped by!
Generally, I think there are about 5,000 spots available. Of course, not everyone accepts their position! If you are around 5,700, I definitely think there could be at least 700 or more people who decline. Especially with the uncertainty of the pandemic.
Fingers crossed for you — let me know how it goes!
-Cathy