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What is the topic about?
At least once during a period of five years, Erasmus accredited organisations must update their Erasmus Plan (KA150)/Activity Plan (KA120) and report on respect of Erasmus quality standards, and their Erasmus Plan (KA150)/Activity Plan (KA120) progress. See the Erasmus+ Programme Guide for details. Organisations awarded with the ESC50/ESC52 Quality Label will also be required to report on their Objectives, Quality standards and Activity Plan at least once during the validity of the Quality Label. See the European Solidarity Corps Programme Guide for details. This type of reporting is done with the Accreditation Progress Report, requested periodically by the National Agency. The National Agency may decide to request a progress report on the different elements of the accreditation at the same time, or separately. The composition and timing of accreditation reports is decided by the National Agency for each accredited beneficiary. Upon requesting an Accreditation Progress Report from the accredited beneficiary organisation, the National Agency will define the specific report parts to be reported on. The requested report can consist of one or multiple specific report parts, as per selection by the National Agency. In addition to selecting the report parts, the National Agency will define a submission deadline for the requested report, specifying by when the report must be submitted from Beneficiary module. An email notification is sent to the contacts of the accredited organisation when the accreditation report request is launched. The accreditation report can then be completed and submitted from Beneficiary module. The National Agency may decide to replace any Accreditation Progress Report with a Structured Monitoring Visit. Accreditation Progress Reports and Structured Monitoring Visits can be requested for accreditations in status Accredited, Accredited (under observation) and Suspended.
Submit Accreditation Progress Report
Report Request
The National Agency will request the Accreditation Progress Report and the primary contact of the beneficiary will receive a notification email with the report submission deadline. As of this moment it is possible for the beneficiary to submit the Accreditation Progress Report.
Filling in the report
The report is filled in using a dedicated functionality from the Reports and updates tab of the accreditation in Beneficiary module. The requested report to fill in can consist of one or multiple specific report parts, as per selection by the National Agency.
Report submission
Once the report is filled in, it must be submitted along with all required documents, via the Reports and updates tab of the accreditation in Beneficiary module.
After submission, the report is locked and no more changes can be made. The report status in Beneficiary module is updated to Submitted, once the submission to the National Agencies project management system is finalised.
The National Agency checks the report
The National Agency will now check if all necessary information and required documents have been included in the submitted report.
Report Reception Accepted
If the National Agency accepts the report, the assessment of the report will start.
Report Reception not accepted due to additional/missing information required
If the National Agency deems the report to be incomplete or insufficient, a report update will be requested from the accredited beneficiary.
In such cases, the Accreditation Progress Report can be updated and resubmitted from the Reports and Updates section in the accreditation. All previously submitted documents and any new documents must be re-attached to the report before it can be submitted.
Report cancelled due to submission by mistake
If the report was submitted by mistake, the National Agency has the option to cancel the report reception in their project management system.
In such cases, the status of the report changes to Cancelled.
Report assessment
After the report is accepted the National Agency will begin, or send the report to (external) experts for, the Report Assessment.
Assessment Accepted
After the assessment of the report is finished, the National Agency may accept the assessment results. If the accredited beneficiary organisation was required to report on their Erasmus/Activity Plan updates, a new version of the Erasmus/Activity Plan is finalised by the National Agency in their project management system.
Missing/Additional information required as a result of assessment
If the experts/National Agency require additional information in relation to the report and/or standards have not been met, a new report will be requested. At this point the report is unlocked for editing in Beneficiary module.
In such cases, the Accreditation Progress Report can be updated and resubmitted. All previously submitted documents and any new documents must be re-attached to the report before it can be submitted.
Accreditation updated
Report status updated
After successful report assessment, the National Agency will finalise the Accreditation Progress Report workflow in their project management system. The report status in Beneficiary module is updated, now displaying Accepted.
Erasmus/Activity Plan updates
If the accredited beneficiary organisation was required to report on their Erasmus/Activity Plan updates with the Accreditation Progress Report, a new version of the Erasmus/Activity Plan becomes available for the accreditation in Beneficiary module and can be viewed.
Accreditation Progress Report cancelled by the National Agency before submission
It may happen that the National Agency cancels the Accreditation Progress Report request before it was submitted. In such scenario, it is no longer possible to submit the report. The report status, displayed in the submission timeline for 30 days, is updated to Cancelled.
Accreditation Progress Report Templates
| Call | KA | Template |
|---|---|---|
| All calls | KA120 | |
| All calls | KA150 | |
| All calls | ESC50/ESC52 |
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