Welcome
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
This page explains how to manage Blended Intensive Programmes in KA131 Mobility of higher education students and staff supported by internal policy funds projects in Beneficiary module.
Blended intensive programmes ... are short, intensive programmes that use innovative ways of learning and teaching, including the use of online cooperation. The programmes may include challenge based learning where transnational and transdisciplinary teams work together to tackle challenges for example those linked to the United Nations’ sustainable development goals or other societal challenges identified by regions, cities or companies. The intensive programme should have added value compared to existing courses or trainings offered by the participating HEIs and can be multiannual. By enabling new and more flexible mobility formats that combine physical mobility with a virtual part, blended intensive programmes aim at reaching all types of students from all backgrounds, study fields and cycles. Groups of higher education institutions will have the opportunity to organise short blended intensive programmes of learning, teaching and training for students and staff. During these blended intensive programmes, groups of students or staff as learners will undertake a short-term physical mobility abroad combined with a compulsory virtual component facilitating collaborative online learning exchange and teamwork. The virtual component must bring the learners together online to work collectively and simultaneously on specific assignments that are integrated in the blended intensive programme and count towards the overall learning outcomes. ... Source: Erasmus+ Programme Guide 2023 (Version 3, 04.04.23), page 49ff Blended intensive programmes are developed and implemented by at least three higher education institutions (HEIs) coming from at least three EU Member States and third countries associated to the Programme (called a blended intensive programme partnership).
For general instructions on how to create and manage mobility activities in beneficiary projects via the Erasmus+ and European Solidarity Corps platform, please see the page Add mobility activities to projects. For a quick overview of Activities in Beneficiary module, please view the eLearning video. In the Mobility Activities section, you can fill in basic participant and other details, save the information as draft and continue to update the mobility activity either immediately or at a later stage. Where applicable, you can also manage and monitor participant reports. Draft mobility activities must be completed or removed before attempting to submit the beneficiary report, as they will not be considered in the budget summary. It is also possible to complete all mobility activities using the import and export of mobility activities function. Information Questions and fields vary in accordance with the selected activity type. Please read the onscreen information carefully when filling in the fields. The form content will adapt based on your input and will provide feedback such as warning messages or error messages in case there is missing information or if eligibility rules were not observed. Important For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine. Within each blended intensive programme partnership there must be one coordinating HEI and receiving HEI (typically the same HEI combining the coordinating and receiving role) and minimum two partner HEIs. A coordinating HEI can be a sending or receiving organisation in a mobility activity. Blended intensive programmes can be open to students and staff from sending higher education institutions outside the partnership, but the receiving HEI must be one of the partnership organisations. The participating HEIs must hold a valid ECHE. The following mobility activity types can be organised to take part in a blended intensive programme: In your project, in the Blended intensive programmes section, you will see all the blended intensive programmes defined in the beneficiary grant agreement and transferred automatically from the National Agency project management system. It is not possible to manually add more blended intensive programmes directly in your project. Initially, each Blended intensive programme, available in the project, is in status Draft and must be completed before mobility activities can be linked to a Blended intensive programme. Information If your organisation/consortium has not been awarded organisational support for carrying out blended intensive programmes, this section will not be available in your online project. You can still send participants to blended intensive programmes implemented by other HEIs, regardless of whether your organisation is a partner in the blended intensive programme partnership, provided that both projects are ongoing (final beneficiary report has not been submitted for any of them) and the physical period of the programme is within the physical period of the participant's mobility activity. To link a mobility activity to a blended intensive programme, you must take the following steps in the mobility activity screen, accessible from the Mobility Activities section of the project, for the selected participant: Mobility activities can only be linked to a Blended Intensive Programme in status Complete. Once the status of the linked mobility activity is also Complete, the mobility activity will be displayed in the participants list for the selected blended intensive programme in the project. Complete learner mobility activities are taken into account in the reported number of participants and the reported organisational support for the selected blended intensive programme in the beneficiary project. These amounts can be viewed both in the blended intensive programme details and in a dedicated section in the budget overview. Take note Learners from the country of the receiving HEI may enroll in the blended intensive programme but do not count towards the number of reported participants, nor is any organisational support granted for these participants. Sending organisations can have an overview of their participants enroled in blended intensive programmes by exporting the mobility activity list. Those participants are counted in the reported number of mobility activities in the budget overview of the sending organisation project. As a result, in the Blended intensive programmes section of the project, the mobility activity will be taken into account in the number of reported participants for the selected blended intensive programme and will be listed in the programme details, at the bottom of the screen.The duration of the physical component is between 5 and 30 days, but there is no limitation on the duration of the virtual component. For full eligibility criteria please refer to the Erasmus+ Programme Guide.
Information
Before you start completing the Blended intensive programme information in your project, check that all participating organisations are available in the Organisations section of your project. You can add additional organisations from this section, if required.
In the example below, we are using a KA131 project from call year 2022.
Fields may vary depending on the call year of your project. Please read the onscreen information carefully.
Steps
1. Click on"Blended Intensive Programme" in the "Content Menu"
Click on Blended Intensive Programme in the Content menu of your project to access the Blended Intensive Programmes list.
The list displays all the blended intensive programmes defined in the grant agreement, transferred automatically from the National Agency project management system when the project becomes available for the beneficiary in the Erasmus+ and European Solidarity Corps platform.
Initially, all available Blended Intensive Programmes are in status Draft. The status will change to Complete after you fill in all the required information in the Blended intensive programme details and the Blended Intensive Programme Partnership sections of the programme.
You have the options to View (1) or Edit (2) the available Blended Intensive Programmes.
See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.
Take note
It is not possible to manually add more blended intensive programmes directly in your project. It is also not possible to delete (dustbin icon) a Blended Intensive Programme from the list.
2. List of Blended Intensive Programmes
For blended intensive programmes displayed in the list, the following information is available:
- Blended Intensive Programme ID - is assigned automatically and cannot be changed; indicate this ID in the mobility activity screen for a selected participant to retrieve and display the participant's details in the Blended Intensive Programme
- Title of the Blended Intensive Programme
- Number of Participants (Awarded)
- Number of Participants (Reported) - calculated automatically based on the number of participants linked to the Blended Intensive Programme
- Number of Teachers/Trainers delivering the Programme
- Number of HEIs in the Partnership
- Coordinating HEI
- Receiving HEI
- Status
- Actions - allows you to View (blue eye icon) or Edit (green pencil icon) the specific programme. The Delete option (red bin icon) is inactive.
Some information is only displayed or updated in the list view after you fill in all the details of the blended intensive programme and after mobility activities are linked to it.
3. Edit/Complete a Blended Intensive Programme
3.1. Click on the "Edit" icon to access the Blended Intensive Programme details
Click on the Edit (pencil) icon of the row of the desired programme to open its details.
The Blended Intensive Programmes screen consists of three sections:
- Blended Intensive Programmes Details
- List of Blended Intensive Programmes Partnerships
- List of Blended Intensive Programmes Participants - not displayed on the image below.
Use the scrollbar in your browser to access all information on screen.
You must fill in all the required information in the Details and Partnership sections. The information in the Participants section can only be viewed. Participants are only available if they have already been linked to the Blended Intensive Programme, which is done in the individual mobility activity screen for a participant.
The fields available for completion may vary, i.e. depending on the call year of the project.
3.2. Complete/Edit the "Blended Intensive Programme Details"
Fill in the fields for the Blended Intensive Programme as required.
Mandatory fields are marked with a red asterisk ( * ) and the text Value missing is displayed below the relevant fields, if no information is provided. Some fields display specific information in red below the field, providing information on the required values, for example Value cannot be smaller than 3, received value is 0.
Note the following:
- Certain fields are updated automatically based on the linked mobility activities involved in the blended intensive programme and based on the organisations you add in the Partnership details section.
- These fields are greyed out and the information cannot be changed manually.
- If corrections are required, you must make the necessary changes in the affected mobility activities that are linked to the selected programme via the Blended intensive programme ID, or in the Partnership section.
- The Physical start date and Physical end date fields refer to the physical activity of the programme.
- The Blended Intensive Programme Organisational Support (Awarded) grant is the amount awarded by the National Agency and therefore cannot be changed by the beneficiary.
- The Blended Intensive Programme Organisational Support (Reported) grant is calculated automatically based on the reported number of participants (learners in blended mobility activities that have been indicated as part of the blended intensive programme and have the status Complete in Beneficiary module).
If the reported number of learner participants is equal to or greater than the initially contracted number, the Organisational Support (Reported) grant will match the Organisational Support (Awarded) grant.
Should the difference between the awarded number of learner participants and the reported number be less than or equal to one-tenth of the awarded number of learner participants, the Organisational Support (Reported) grant will also equal the Organisational Support (Awarded) grant.
In all other cases, the Organisational Support (Reported) grant will reflect the calculated value.
It's worth noting that if the calculated Organisational Support (Reported) grant falls below 6000 EUR, it will be displayed as 0 EUR.
The field Virtual Component Duration (hours) is only displayed and mandatory for KA131, call 2021 projects.
Take note
The maximum Blended intensive programme organisational support for a Blended intensive programme is 8000 EUR.
Here an example of the organisational support fields in the Blended intensive programme details, after mobility activities have been linked to the Blended intensive programme. See the pages Mobility activities in KA131 Higher Education projects or Mobility activities in KA171-HED projects for information on how to link a mobility activity to a Blended intensive programme.
3.3. Add the Blended Intensive Programme "Partnerships"
The Partnership details section will display warning messages. These warning messages provide an overview of the rules to observe regarding the roles of the organisations added to the partnership.
As you add and/or edit partnership organisations, the warning messages will disappear if a specific rule is fulfilled. When all conditions are fulfilled, the warning messages are no longer displayed.
3.3.1. Click on the "Create" button
The partnership must consist of at least three higher education institutions from three different countries, of which one must have the role of Coordinator (HEI with a valid ECHE), and one must have the role of Receiving HEI (with a valid ECHE). At least one organisation in the partnership must be a Sending HEI/Organisation. The Coordinating HEI can be a Receiving HEI or Sending HEI. As a prerequisite, you must first add those organisations in your project as described on the page Organisations in projects.
Click on the Create button in the Blended Intensive Programmes Partnerships details section to add the organisations.
3.3.2. Provide the required information and "Save"
In the displayed pop-up window:
- Select the Organisation ID available in the drop-down list. Some of the other organisation details will be filled in automatically.
- Select the applicable Partnership Role.
- Select the Mobility Activity Role. The options available depend on the partnership role.
- Click Save to update the partnership details. The organisation is added to the list of partnerships.
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.
Removing an organisation from the list does not remove it from the project, nor does it affect any of the related mobility activities.
The warning messages on top of the list may also be updated. In our example, after we added one partner organisation as Receiving HEI, the message concerning the Receiving HEI is no longer displayed, meaning this rule is now fulfilled.
Add all other partnership organisations as previously explained.
Take note of the following:
- Partnership rules - Every blended intensive programme partnership must have:
- at least three HEIs - the ones implementing the programme
- one and only one Coordinator (Partnership Role)
- at least two Partner HEIs (Partnership Role): the partnership can include additional organisations (HEIs or other types)
- one and only one Receiving HEI (Mobility Activity Role); typically, this is the Coordinating HEI, but this role can be assigned to another HEI in the partnership
- at least one Sending Organisation (Mobility Activity Role)
- For the following organisations that are added to the partnership, you can choose the Partnership Role and the Mobility Activity Role as applicable, keeping in mind the partnership rules explained above.
- Whenever the Coordinator and Receiving HEI roles are assigned to a new organisation, previous organisations must also be updated. Check the warning messages in such case and adapt the organisation roles accordingly.
Here is an example of the Partnership list with three organisations added. No warning message is displayed at the top of the list, meaning all requirements for Blended Intensive Programmes Partnerships are fulfilled.
3.4. Save the updated Blended Intensive Programme
Click on the Save button to save all the changes made for the Blended Intensive Programme.
3.5. Blended Intensive Programme in status "Complete"
You are returned to the List of Blended Intensive Programmes.
If all mandatory information for the Blended Intensive Programme was provided and the partnership organisations were added correctly, the Status of the Blended Intensive Programme is updated to Complete.
It is now possible to link mobility activities to the Blended intensive programme, as explained on the pages Mobility activities in KA131 Higher Education projects and KA171 Mobility of higher education students and staff supported by external policy funds.
4. View the Blended Intensive Programme "Participants"
After mobility activities are linked to a Blended intensive programme, you can view their information from the Blended Intensive Programme details screen. See Link a mobility activity in a KA131 or KA171 project to a Blended intensive programme for step-by-step instructions.
4.1. Click on "View" or "Edit" to open the Blended Intensive Programme Details
Click on the View or Edit icon to open the Blended Intensive Programme Details.
4.2. Access the list of Participants at the bottom of the screen
At the bottom of the Blended Intensive Programme Details screen you can consult the list of all Participants enroled in the selected blended intensive programme, with key details about each participant, such as Mobility Activity ID, Type of participant, Participant name and more.
Information
If a participant enroled in the blended intensive programme belongs to an organisation that has not been added as a partner organisation in the blended intensive programme, you will see a warning message.
For each participant displayed in the list you will be able to open the participant details in view mode, by clicking on the View icon.
A pop-up window will open, containing the mobility activity information. Any changes required to the participant information must be done from the mobility activity details. Click on the Back button at the bottom of the pop-up to close it.
Take note
Participants are only available in the list if their individual mobility activity has been linked to the Blended Intensive Programme you are viewing and if the mobility activity is in status Complete. Linking an individual mobility activity to a Blended Intensive Programme is done from the Mobility Activities details in the relevant project.
Here is an example screen of a linked Blended Intensive Programme viewed in the Mobility Activities details, available in the From-To section. See Mobility activities in KA131 Higher Education projects for additional information.
Expected Outcome
- The Blended intensive programmes have been viewed and updated, so they are in status Complete
- Mobility activities can be linked to the Blended intensive programmes. See:
-
Related Articles
Overview
Content Tools
Apps
Activity
