Welcome

This page is relevant for:

  • Erasmus+ Call year 2023
    • KA1 - Mobility of individuals
    • KA2 - Cooperation for innovation and the exchange of good practices 
  • European Solidarity Corps Call year 2023
    • ESC30 - Solidarity Projects 
    • ESC51 - Volunteering, Traineeships and Jobs Projects 


This page explains how to add the applicant organisation (and organisations of all consortium members or partners if applicable) in application forms. The example below shows the applicant organisation screens for an Erasmus accreditation for higher education mobility consortia (KA130-HED) application form.

Take note

The illustrations in the Application Forms wiki pages are for consultation purpose only and may not reflect the latest implementation.

There may be minor changes to the screen appearance and layout which are described on the updated page: How to complete the application form

Take note

Questions or fields may vary depending on the action you apply for. Please read the onscreen information carefully to complete the relevant fields and sections.

 

Prerequisites

  • All previous sections of the application must have been completed.
  • Applicant organisation (as well as the organisations of all consortium members or partners, if applicable) must be registered in the Organisation Registration System and have a valid Organisation ID. 

Steps

1. Access "Participating organisations"

Select Participating organisations or Applicant organisation in the Content menu, depending on the key action and type of you application. 

The Participating organisations screen opens.

As you add organisations to the application, the number next to Participating organisations and Consortium members (where applicable) is updated.

Participating organisations screen

1.1. Add Organisation ID for the Applicant Organisation

Take note

Applications must be submitted to the National Agency in your own country unless an exception is stated in the Programme Guide. If your organisation has an exceptional status that links it to another country's Authority, please contact the National Agency in your country to confirm your organisation's status before submitting the application.

In the Participating organisations section scroll down to Applicant organisation.

  1. Enter the Organisation OID of the applicant (or Consortium Member) organisation in the field Applicant organisation OID.
    The Organisation OID format is E + 9 digit number (e.g. E99999999) as provided in the Organisation Registration system. 
  2. Basic information about your organisation is then automatically filled in the application form.
    In our example, the Legal name and Country of the organisation are filled in.
  3. In the Content menu the organisation name and Organisation OID are now displayed instead of the generic Applicant organisation.

Add organisation id

If the entered Organisation OID is not found, an error message is displayed. 

Invalid organisation ID entered

1.2. Complete organisation details

To complete all required subsections for the organisation, click the organisation name in the Content menu. The full organisation name displayed when you hover over it in the Content menu.

Organisation names in content menu

The Participating organisations details screen opens.

A number of subsections are available, some are prefilled, and some need to be filled in. The available subsections are depending on the type of application.

In our example we see:

  • Applicant Details (prefilled)
  • Profile,
  • Accreditation
  • Associated persons
  • Background and experience

1.3. Applicant Details / Consortium member details

This section is prefilled with information from the Organisation Registration system.

If the information in the Organisation Registration system has been modified, you can refresh the information in your application form by clicking the refresh icon. 

You can also view further organisation details from the Organisation Registration system by clicking the right arrow (see below).

Applicant details section

1.4. Complete the "Profile" section

  1. In our example, the radio buttons for the public body and non-profit organisation are preselected to the values provided in the Organisation Registration system. For accredited organisations these cannot be changed.
  2. Select the Type of Organisation from the drop-down list. If you have already applied for Erasmus+ in the past, the field Type of Organisation will be prefilled. Please check if the displayed value is correct. If it is not correct, please choose the correct option from the drop-down list. If your organisation holds an ECHE, the organisation type Higher education institution (tertiary level) is already prefilled.
    For certain organisation types (e.g. Foundation, Non-governmental organisation/association, Social enterprise) you also have to select the main sector of activity from the second drop-down list. 

Complete Profile section

1.5. Accreditation (if applicable)

Depending on the action type and type of institution, the Accreditation section for the concerned application may be required. 

If the accreditation requirements have already been fulfilled, the Accreditation details are displayed.

Valid accreditation exist

If the institution is not accredited for the action type, you are requested to select whether your organisation is a Higher Education institution. 

Depending on the answer, either accreditation is not required or an error message is displayed. 

Higher education but no accreditation found

1.6. Add "Associated persons"

See the page Associated Persons for more details on how to complete this section of your application

Add associated persons section

1.7. Complete all other sections available for the organisation

Depending on the application form, you may need to fill in additional sections. 

In this example, you must fill in the Background and experience section. Provide the required information in the available fields.

Complete Background and experience section

 

2. Add consortium members (if applicable)

If you are applying on behalf of a consortium you need to add the Organisation OID and details of each of the members of the consortium. The options differ depending on the action type.

Please note that a number of requirements for the consortium are listed and must be covered to complete the application. These will be shown as red error messages, which disappear as the various requirements are fulfilled.

Take note

Consortium members must be from same country as the applicant organisation.

2.1. "Add consortium member" option

This option is available in application forms for KA121 - Mobility for learners and staff of accredited organisations in school education, vocational education and training, and adult education and KA130-HED - Erasmus accreditation for higher education mobility consortia.

Select Participating organisations in the Content menu and scroll down to Consortium members.


Click on Consortium members

For each consortium member you wish to add, click the Add a Consortium member button in the bottom right corner, then enter the Organisation OID.

Add a consortium member, example, KA130-HED

In the Content menu the organisation name and organisation OID of each consortium member is now displayed under Consortium members

After having added the organisation OID for all consortium members, complete the remaining details for each organisation as described under Complete organisation details above.

Consortium member names are displayed

 

2.2. "Load previous list of consortium members" option

In Erasmus+ projects developed under KA121 - Mobility for learners and staff of accredited organisations in school education, vocational education and training, and adult education, you have the possibility to retrieve the consortium partners from your accreditation project. To do so:

Select Participating organisations in the Content menu and scroll down to Consortium.

Click on the Load previous list of consortium members button, then click on YES in the pop-up message to confirm the action. A message is displayed, containing the project code of the accreditation project where the consortium partners were retrieved from, and a reminder that personal information about contact persons and legal representatives cannot be retrieved automatically due to data protection rules, therefore all contact persons must be added manually to the relevant organisations in the current application form. Click OK to close the message.

KA121 - Load previous list of consortium members

In the Content menu, the organisation name and organisation OID of each consortium member added this way is now displayed under Consortium

The consortium composition for the current application can be changed at any time: you can remove (1) any of the previous consortium members or add new consortium members using the Add a consortium member button (2), as explained above under Add consortium member option.

Consortium members

After having added the organisation OID for all consortium members, check/complete the remaining details for each organisation as described under Complete organisation details above.

 

2.3. Select Accreditation project to retrieve consortium members

This option is available in higher education projects (KA131-HED - Mobility of higher education students and staff, K171-HED - Mobility of higher education students and staff supported by external policy funds).

In higher education consortium applications, the consortium members are retrieved from the KA130-HED accreditation project once the Organisation ID of the applicant organisation is provided.

Here is an example of a consortium application where the Organisation ID of the Applicant organisation has already been filled in. 

Under Mobility Consortium, select a valid accreditation from the Accreditation Reference drop-down list. The consortium members are automatically retrieved and displayed.

Use the download icon in the Actions column to download the mandate for each of the consortium members.

Adding consortium members in higher education applications

 

3. View, refresh or delete organisation details

Once the Organisation OID has been filled in for an organisation (applicant, consortium member or partner), one or more of the following options are available for the participating organisations, depending on the key action and the organisation role in the application:

  1. Remove selected organisation from application
  2. Refresh organisation details
  3. View/Edit organisation details

View, refresh, delete organisation details.

Refresh organisation details

3.1. Remove the selected organisation from the application

Clicking on X will show a pop-up asking you to confirm you wish to delete the organisation. 

Read the message carefully and click OK to remove the organisation. All related details are also deleted from the application form.

Important

If you delete the applicant organisation, the application is reset and all information previously provided in the other sections is also deleted.

Here are some examples of confirmation messages for deleting an applicant organisation, a consortium member (KA130-HED) and a hosting organisation (KA122):

Remove organisation from application

3.2. Refresh organisation details

If details have been updated in the Organisation Registration system, clicking the Refresh icon allows you to refresh the organisation information in the current application.

In the Content menu, click on the organisation name to access this feature.

3.3. View or edit organisation details

Click on the organisation name in the Content menu to view or edit its details for the selected application, alternatively click on the View (eye) icon in the Application Organisation window. These options are not available for consortium members in KA131-HED and KA171-HED applications.

3.4. View further organisation information

Select the organisation name in the Content menu and scroll to the top section (Applicant details or Consortium member details).

Click the right arrow (>) at the end of the details line to view further organisation information from the Organisation Registration system. To close it click the arrow again.

Should any updates be required on these organisation details, they must be made in the Organisation Registration system. See OID Modify Organisation for details.

View further organisation information

 

4. Specifics for KA1 Accredited Grant Requests

4.1. KA121 - Accredited projects for mobility of learners and staff in school education, vocational education and training, and adult education 

The Organisation ID is to be provided in the Accreditation section of the form instead of the Participating organisations section. The Organisation ID is then automatically filled in the Participating Organisations screen. See the page Accreditation for more details.

Note: The organisation needs to have a valid accreditation or a submitted accreditation application form (KA120) before filling in the application for KA121 - Accredited projects for mobility of learners and staff in school education, vocational education and training, and adult education.

KA121 Accreditation

4.2. KA151 - Accredited projects for youth mobility

The section in the Content menu, and in the title of the page is called Applicant Organisation, not Participating Organisations. 

Note: The organisation needs to have a valid accreditation or a submitted accreditation application form (KA150-YOU) before filling in the application for KA151-YOU - Accredited projects for youth mobility.

See the page Accreditation for more details.

KA151 special requirements

4.3. KA171-HED - Mobility of higher education students and staff supported by external policy funds

  • The name of the section is Applicant Organisation(s).
  • The application can be submitted by either an organisation holding an Erasmus Charter for Higher Education (ECHE) or a consortium holding a valid Erasmus accreditation for higher education mobility consortia (KA130-HED) - See the page Accreditation for more details.
  • After you have provided your accredited Organisation ID in the Applicant Organisation(s) section, you are asked if you are applying on behalf of a mobility consortium
    • If you answer No and your organisation is duly accredited, no further action is necessary

KA171-HED Apply for single accredited organisation

    • If you answer Yes, and your consortium is duly accredited, you must select the accreditation project code from the Accreditation reference drop-down list. If you are part of more than one consortium, all the accreditation project codes will be displayed in the Accreditation reference field, and you must choose the applicable accreditation for this application.

      Once the relevant accreditation is selected, the consortium members are automatically displayed under Consortium members. Use the download icon in the Actions column to download the mandate for each of the consortium members.

Example - KA171-HED Applying on behalf of an accredited consortium

  • If you try to apply for a consortium which is not accredited, an error message is displayed:

KA171-HED Error messages when trying to apply for a consortium which is not accredited

 

5. Specifics for KA1 Grant Requests

5.1. KA122 - Short-term projects for mobility of learners and staff in school education, vocational education and training, and adult education 

For all projects developed under KA122 the applicant can work with hosting and/or supporting organisations that are or are not registered in the Organisation Registration system. The latter do not hold any Organisation ID.

By default, buttons to add Hosting organisations with or without an OID are available. To add Supporting organisations you must first tick the relevant check box at the bottom of the Hosting organisations screen. 

Take note

Hosting organisations must be in a different country than that of the applicant.

KA122 Special requirements

5.1.1. Add Hosting/Supporting Organisation with OID
  1. Click on the relevant button to add a hosting or supporting organisation that has an Organisation OID.
  2. Fill in the Organisation OID in the dedicated field, the remaining details are retrieved automatically from the Organisation Registration system.

In the example below we have added a hosting organisation.

KA122 Add hosting organisation

5.1.2. Add Hosting/Supporting Organisation without OID

Information

Under Participating organisations, make sure you have checked the box for My organisation plans to work with other supporting organisations that are not going to host our participants, but are going to help with the implementation of activities.

  1. Click on the relevant button to add a hosting or supporting organisation without an Organisation OID.
  2. A new screen opens. Fill in all the required information about the organisation and click Save. The form is identical for hosting and supporting organisations.

In the example below we have added a supporting organisation.

KA122 Add supporting organisation

5.2. KA152-YOU - Mobility of young peopleKA153-YOU - Mobility of youth workers, KA154-YOU - Youth participation activities 

KA152, KA153 and KA154 projects require an applicant organisation and one or more partner organisationsNo accreditation and no consortia are required.

Each application form includes a section to fill in the basic details for the applicant and the first partner. Add more partners as applicable by clicking the Add partner organisation button at the bottom right corner of the screen.

Here is an example of the Participating Organisations screen for a KA153-YOU - Mobility of youth workers application form:

KA152, KA153 and KA154 Special requirements

5.3.  KA182-SPO - Mobility of sport staff

KA182-SPO projects require an applicant organisation and one or more hosting organisations. The latter do not need to be registered in the Organisation Registration system.

An application form initially includes a section to fill in the basic details for the applicant as well as a line for the first hosting organisation. Add more hosting organisations, if applicable, by clicking the Add Hosting Organisation without OID button.

If you have not yet identified any hosting organisations, you must fill in the available text field, explaining how you plan to find suitable hosting organisation(s) for the mobilities you wish to organise. 

Here is an example of the Participating Organisations screen for this key action, where the Organisation ID of the applicant and the details of the first hosting organisation have already been filled in. For the applicant, fill in the remaining details, as explained under Complete organisation details above.


Example - KA182-SPO participating organisations


 

6. Specifics for KA2 Grant Requests

6.1. Applicant and partner organisations

KA2 projects require an applicant organisation and one or more partner organisations. No accreditation and no consortia are required.

Each application form includes a section to fill in the basic details for the applicant and the first partner. Add more partners as applicable by clicking the Add partner organisation button at the bottom right corner of the screen.

Here is an example of the Participating Organisations screen for a Cooperation partnerships in school education (KA220-SCH) application form:

KA220 Participating OrganisationsIllustration to be updated

For KA210 - Small-scale partnerships applications, you must also fill in the Cooperation arrangements section. Click in the Navigation tree to open this section and fill in the information as required.

KA210 Cooperation Arrangements

 

7. Specifics for European Solidarity Corps

7.1. ESC30 - Solidarity Projects 

In ESC30 - Solidarity Projects application forms, the subsection Composition of the group must be filled in at the bottom of the Applicant Organisation section. 

Here you have to provide the PRN (Personal Reference Number) of each participant (minimum 5) in the group taking part in the project. The fields First Name, Last Name and Country of residence will then be filled in automatically, if the PRN is recognised. You can add additional participants via the Add Member button.

 ESC30 Special requirements

7.2. ESC51 - Volunteering projects 

The Organisation ID has to be filled in the Quality Label section of the form. The Organisation ID is then automatically filled in the Applicant Organisation screen.

Note: The organisation needs to hold a valid Quality Label or a submitted ESC50 - Quality Label application form before filling in the ESC51 - Volunteering projects application form.

ESC51 applicant information retrieved from Quality Label

Expected Outcome

  • All details have been filled in for all participating organisations and each organisation is marked as complete.
  • Participating Organisations section is marked complete.

Participating organisations completed