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Preparatory visits are Visits to the country of the receiving organisation prior to the start of mobility activities to prepare and ensure high quality of those activities. Examples include tasks to facilitate administrative arrangements and build trust and understanding between organisations involved. Source: Erasmus+ Programme Guide 2023 (Version 3, 04.04.23), Glossary of terms In beneficiary projects, information regarding preparatory visits, where applicable, can be provided. Depending on the action type of the project, preparatory visits can be added from the Preparatory visits section, Activities section and/or Mobility Activities section of the project in Beneficiary module.
This page explains how to add, edit and delete Preparatory visits in KA121, KA122 and KA182 projects, using a KA122-ADU, call 2021 project as an example.
Each preparatory visit must be recorded in the project separately and will have its own activity ID.
Information Fields may vary depending on the action type of you project. Please read the onscreen information carefully to complete the relevant fields.
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
Steps
1. Click on "Preparatory visits" in the Content menu
Click on Preparatory visits in the Content menu. In this screen you will see the list of preparatory visits, as you add them to the project. Initially the list is empty. See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.
2. Click on the "Create" button
Click on the Create button at the top of the list.
3. Fill in the preparatory visit details and click "Save"
The Preparatory Visit details screen opens. Please read the onscreen information carefully in order to fill in the details.
All mandatory fields are marked with a red asterisk (*), displaying the text Value missing under the field, and must be filled in at once in order to save the preparatory visit. It is not possible to save draft records. The Save button will only be active if all mandatory fields are correctly filled in.
Take note of the following:
- The preparatory visit ID is assigned automatically and incrementally and cannot be changed.
- Number of persons must be filled in. The minimum and maximum number of people allowed is displayed below the field.
- The Unit cost field is read-only, containing the defined rate per participant in the preparatory visit.
- The Total grant amount is calculated automatically based on the Unit cost and the Number of persons involved in the visit. This amount cannot be changed manually, except in cases of force majeure.
- If you check the Force majeure flag, the limitations on the number of persons are removed and the Total grant field becomes editable.
- The Linked activity type drop-down list contains the activity types the preparatory visit can be associated to. The options available depend on the action type and/or field of your project.
- The Start Date and End Date of the visit must be within the project dates, which are indicated in a blue time line. Use the date pickers to select the applicable dates.
- Select the Sending Organisation and the Receiving Organisation using the Select button displayed below each of the fields. A pop-up with the organisations in your project opens, where you can select the relevant organisation. If an organisation is not available for selection, it must be added to the project first from the Participating organisations section in your project.
- The Receiving Country and Receiving City are filled in automatically based on the selected Receiving Organisation, but they can be changed.
- Under What was the purpose of the preparatory visit? use the drop-down list to select the applicable option.
- If you select Other from the drop-down list, you must fill in the additional field Please explain the purpose of the preparatory visit.
- The flag Learners took part in the preparatory visit, where applicable is ticked automatically if the selected purpose of the visit is one of the following:
- Preparing activities for participants with fewer opportunities
- Preparing long-term activities for learners - not applicable to adult mobility projects
- Preparing job-shadowing or a teaching/training assignment
Once all the mandatory fields have been correctly filled in, click on the Save button at the bottom of the screen to save the preparatory visit.
3.1. Request inclusion support (KA121/122, Call 2023 only)
In KA121 and KA122, call 2023 projects, it is possible to Request inclusion support for participants of the preparatory visit.
The Request inclusion support (1) flag is displayed at the bottom of the screen. Once ticked, the field Inclusion support for participants (preparatory visits) (2) becomes available and must be filled in. The field Inclusion support for participants: description and justification (3) will display and must also be filled in.
4. Preparatory visit added to the project
Once saved, a success message is displayed and you will be redirected to the Preparatory Visits screen, where the newly added record is now displayed in the list. Once items are added to the list, the following icons become available under the Actions column:
- Delete - click on this icon for the desired item and follow the onscreen instructions to delete it.
- View - click on this icon to open the details of the selected item in read-only mode. All fields are greyed out and you will not be able to change any details.
- Edit - open the details of the selected item in edit mode. Make the desired changes, then click on the Save button at the bottom of the screen to save the updated information.
Expected Outcome
Preparatory visits have been added to the project, and the related costs are reflected in the Budget tab of your project. For details on the budget, see:
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