Welcome
This page explains the management of Group Activities in granted KA121 and KA122 projects, using an example project for KA121-ADU, call year 2022. Group activities are not available for KA121-VET and KA122-VET projects.
Group activities in your project can only be managed by contacts with edit rights in the project while the project is in status Project ongoing. Make sure all organisations participating in your project's group activities are available in the Organisations section of your project before you add group activities in your project.
When implementing group activities in your project, you can request different specific funding for different participants in the same group, for example different start dates or means of transport, participants with fewer opportunities, etc. Each group activity between a sending organisation and a receiving organisation should be recorded only once in your project. For these reasons, to keep groups as homogeneous as possible in terms of funding, it is advisable to split a group into subgroups for each specific situation within that activity. If necessary, you can create a subgroup for a single person.
In your granted project, adding group activities is done in two steps:
- Create the group activity, provide all mandatory details and save it.
- Edit the activity to add participant subgroups. For all subgroups in a group, the sending country and the destination country must be the same.
Unlike mobility activities, group activities do not require the names and personal details of the participants in the group. The only person whose name and email are specifically required is the Lead accompanying person, as this person will receive the invitation to fill in the participant report.
Before the submission of the Final beneficiary report, group activities in your project should be checked. All group activities must be in status Complete before the report can be submitted.
Important For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
Steps
1. Select the "Group activities" tab from "Mobility activities"
Group activities are accessible in a separate tab when accessing Mobility activities via the Content menu in your project.
It is from here that you can manage the group activities of the project. You will see the list of group activities, as you add them. 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.
In KA121-ADU and KA122-ADU projects, a notification regarding EPALE is displayed. See EPALE Electronic Platform for Adult Learning in Europe for information.
2. Click on "Create" to add a group activity
Click on the Create button at the top of the group activity list.
The Group Activities screen opens. Here you will add the details of the group activity and create subgroups for each particular situation. All mandatory details must be filled in, in order to save the group mobility record. It is not possible to save draft records at this stage.
At the top of the screen the activity status badge is displayed. The status changes from Draft to Complete when at least one subgroup of participants has been added to the group activity and all mandatory information has been provided in all sections and subsections. Use the scrollbar in your browser to access all information on screen.
The form consists of several sections where each section can be expanded or collapsed individually, using the dedicated arrow.
Fill in the fields per section as required. Mandatory fields are marked with an asterisk ( * ).
Information
Fields vary according to the action type of your project. Please read the onscreen information carefully when filling in the fields.
The form content will adapt based on your input. The form will provide feedback such as warning messages or error messages in case there is missing information or eligibility rules are not observed.
3. Fill in the "Group Activities" section
Fill in the requested information. Please note:
- Group activity ID - is assigned automatically; can be changed according to your preferences, but it must be unique within the project
- Activity type - pre-selected based on the key action of your project, and cannot be changed
- Description of the activity must be filled
- Language selectors - to select language(s) used during activity
- Key competences, Topics and Thematic areas (ADU projects only; not on illustration below) fields with drop-down lists to select the relevant option(s); where multiple options are possible, they will be displayed above the respective field as you select them
- Force majeure flag - see below for details
3.1. "Force majeure" flag
Force majeure is:
An unforeseeable exceptional situation or event beyond the participant's control and not attributable to error or negligence on their part.
Source: Erasmus+/European Solidarity Corps programme guides 2024, Glossary
Force majeure situations can arise anywhere and at any time, and include factors such as sudden disease, accidents, death, earthquakes and other causes.
In a project, check the Force majeure flag to indicate that a project activity (i.e. mobility activity, group activity, participations, events, transnational project meetings, etc.) is considered as a case of force majeure.
When you check this flag (tick box), certain fields and grants for the activity may be affected and must be checked and/or updated.
In addition, you must fill in the additional Force majeure explanations field, describing the facts that prove the activity should be accepted as a case of force majeure.
Tip
If you check the Force majeure flag at group level, all the subgroups will also be automatically flagged as Force majeure. The flag can be deselected later for each subgroup, in accordance with the subgroup specifics.
In addition, the following fields and grants are affected at group level in the case of force majeure:
- Duration (days): The business rule checking the minimum and maximum duration will no longer apply in the case of Force Majeure.
- Total travel grant: The field becomes editable. If any values were already present they are preserved.
- Duration for individual support: The field becomes editable. If any values were already present they are preserved in the Participants Details screen. The business rule checking the minimum duration will no longer apply in the case of Force Majeure.
- Total individual support grant: The field becomes editable. If any values were already present they are preserved.
- Organisational Support: The field becomes editable. If any values were already present they are preserved.
- Inclusion support for organisation: The field becomes editable. If any values were already present they are preserved.
Take note of the following:
- The lead accompanying person must fill in the Participant report in all cases.
- The current implementation does not include any specific conditions related to Covid-19 as a force majeure situation.
4. Fill in the "From / To" section
Select the Sending organisation and the Receiving organisation from the applicable drop-down lists. The Country and City for each organisation are prefilled automatically with those registered in the Organisation Registration system (for organisations with an OID) or in the project (for organisations without an OID). These are the default locations and can be changed manually in the project.
If you change any of the default details, for example the Receiving Country, you will be required to provide an explanation in the subgroup screen.
For all subgroups in a group activity the sending country and the destination country must be the same.
4.1. "Activity at a seat of an institution of the European Union" flag (Call 2023 only)
The Activity at a seat of an institution of the European Union flag is available in the From-To section of the group activity details in call 2023 projects. The relevant tick box displays if the Receiving Country selected is either Belgium, Germany, Luxembourg, France or The Netherlands.
If applicable for the group, tick the flag.
5. Fill in the "Duration" section
- Fill in the Start date and End date of the group activity. These dates must be within the project dates.
- The group activity Duration (days) is calculated automatically and it does not include the travel days.
- If the activity is a Blended mobility activity, check the applicable flag.
- This field is displayed if the Blended mobility activity flag is ticked. Specify the Number of days in virtual Mobility activity.
- There are no duration constraints for the virtual component of the activity, and it is not taken into account in the Duration (days) and other budget calculations based on the physical duration of the activity.
5.1. "Blended mobility activity" flag
Blended mobility activity refers to an activity combining a physical mobility activity with a virtual mobility component.
In Beneficiary projects, the Blended mobility activity flag can be checked to indicate that the mobility activity is carried out in a blended format (physical activity abroad combined with a virtual component). If this flag is checked, you may also have provide details about the virtual components in other sections of the mobility activity screen, depending on the action type of the project.
6. "Participants" section
In the Participants section you will be able to create the subgroups of participants taking part in the group activity, with details for each subgroup. It is possible to add subgroups at this point, but it can also be done after the general group activity information has been completed and saved. See Add a subgroup to a group below for instructions.
In our example, we will first complete the group activity details and add the subgroups later.
7. Fill in the "Participants Summary" section
This section is read-only and information will be filled in based on the details provided for each subgroup in the Participants section of the screen. The fields will be updated as you fill in the Participants details for each subgroup, after saving the group activity.
At the bottom of the section you will also view the Organisational Support grant. This grant will be calculated automatically based on the subgroup information you provide. This amount cannot be changed manually except in cases of force majeure, and it is capped at EUR 1000 per group activity.
In addition:
- Calculate and type the Average age of the group.
- Specify the Lead accompanying person details.
- The field Number of participants for organisational support must remain empty if no subgroups have yet been added to the group activity. If (a) subgroup(s) is already added to the group activity, fill in the relevant information. This field is not mandatory.
Important
The Lead accompanying person will be required to fill in the participant report for the entire group, even in case of Force majeure. Ensure the email address you provide is correct, as the invitation to fill in the participant report will be sent to this email.
7.1. "Incoming international participant (under special conditions)" flag
In beneficiary projects, the Incoming international participant (under special conditions) flag available in, i.e. mobility activities, physical events, participations, etc. indicates that the mobility activity involves a participant that has left Ukraine due to the war and has carried out or is carrying out an activity, i.e. in an eligible participating country. This flag may change the standard conditions regarding the sending and receiving countries, as well as certain grant calculations, depending on the action type of your project.
Information
The flag is not applicable for participants of type Accompanying Person.
7.2. "Inclusion support for organisation not requested for all participants with fewer opportunities" flag
If applicable, you can use the Inclusion support for organisation not requested for all participants with fewer opportunities flag to request only for some of the participants with fewer opportunities in the group activity inclusion support for organisations.
When the flag is ticked, the field Number of participants for Inclusion support for organisation becomes available and must be filled. The calculated Inclusion support for organisations is updated as per your input.
8. "Participant Survey" section
In this section you will be able to monitor the status of the participant report and, if needed, resend the invitation to the Lead accompanying person to fill in the report. Initially, the section is empty.
For more details about the participant report and this section in the group activity details, see the page Manage Participant Reports in projects.
9. Review the "Budget" section
The Total group grant is displayed at the bottom of the activity screen, in the Budget section. It is calculated automatically as the sum of all relevant grants calculated in the subsections above. This amount cannot be changed manually. To view the real grant value, you must fill in the subgroup information first.
In our example, after providing the required information for the Group activity, it is 0 EUR, as we have not yet added Participants for the group activity.
10. Add "Comments" if applicable
Please add any additional explanations you consider relevant concerning the group in the Comments field.
For compliance with the EU General Data Protection Regulation, please do not include any sensitive information about the participant's personal situation related to special needs, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sexuality.
11. Click "Save"
Once all the mandatory details are filled in, click on the Save button at the bottom of the screen to save and create the group activity record.
12. Group activity added to the project
A success message is displayed and the activity is displayed in the Group activities list.
As we did not yet add participants to the group, the group activity is in status Draft. At least one group of participants must be added to a group activity for the status to be completed. Please also note that only group activities in status Complete are calculated in your project's reported budget.
Once items are added to the list, the following icons become available under the Actions column:
- Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
- 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.
You can now edit the group activity to add subgroups of participants.
13. Add a subgroup in the "Participants" section
13.1. Open the Group Activity in edit mode
Click on the Edit icon to open the Group activity in edit mode.
13.2. Click on "Create" under "Participants" to open the subgroup details screen
In the Group activities details screen, scroll down to the Participants section and click on the Create button.
13.3. View the "Group details"
The subgroup details screen opens in edit mode.
Similar to the Group activities screen, the subgroup details screen consists of various subsections, which can be opened and collapsed by using the dedicated arrows. All mandatory fields, marked with *, and sections in the subgroup screen must be filled in, in order to save the subgroup details.
At the top of the screen you can view the key group details:
- the Group activity ID - cannot be changed at subgroup level
- the Destination country and city - cannot be changed at subgroup level
- the Start date, End date, and calculated Duration, excluding the Travel days - cannot be changed at subgroup level
- whether the group has been flagged as a case of Force majeure - can be changed at subgroup level
13.4. Fill in the "Participant details"
- Each subgroup is assigned an ID automatically. You can change it according to your preferences, but it must be unique within the project.
- Specify the number of female, male or participants of other genders. The total Number of participants is calculated automatically and displayed.
- If the subgroup includes Participant with fewer opportunities, check the applicable flag, and type the Number of participants with fewer opportunities in the dedicated field.
- You may also consider creating one or more subgroups that include only these participants, in accordance with their specificity. These participants and the beneficiary organisation are entitled to inclusion support. If applicable, fill in the desired Inclusion support for participants amount.
In ADU projects, the Participants with fewer opportunities flag is selected by default and cannot be changed. All participants are considered Participants with fewer opportunities.
- Specify the Number of accompanying persons of each type, in the dedicated fields.
- The Force majeure flag can be ticked/unticked as relevant for the subgroup. If the flag is ticked, you must provide a justification.
13.4.1. Force majeure
Force majeure is:
An unforeseeable exceptional situation or event beyond the participant's control and not attributable to error or negligence on their part.
Source: Erasmus+/European Solidarity Corps programme guides 2024, Glossary
Force majeure situations can arise anywhere and at any time, and include factors such as sudden disease, accidents, death, earthquakes and other causes.
In a project, check the Force majeure flag to indicate that a project activity (i.e. mobility activity, group activity, participations, events, transnational project meetings, etc.) is considered as a case of force majeure.
When you check this flag (tick box), certain fields and grants for the activity may be affected and must be checked and/or updated.
In addition, you must fill in the additional Force majeure explanations field, describing the facts that prove the activity should be accepted as a case of force majeure.
Information
If this flag was already set at group level, you can remove it here if it is not applicable for this particular subgroup.
13.5. Fill in the "Travel details"
Select the Distance band (1), provide the Real distance in kilometres (2) between the sending and the receiving cities and select the applicable Main means of transport (3) from the respective drop-down list.
Enter the number of Travel Days (4). You can add up to 2 days for non-sustainable travel and up to 6 days for sustainable (green) travel.
The Total travel grant (5) is calculated automatically based on the number of participants (including the accompanying persons) and the unit cost (5). This amount cannot be changed manually, except in cases of force majeure.
13.5.1. "Sustainable Means of Transport" flag
Sustainable means of transport (green travel) is defined as the travel that uses low-emissions means of transport for the main part of the travel, such as bus, train or car-pooling.
Source: Erasmus+ Programme Guide, Glossary
Selecting a means of transport considered sustainable when updating mobility activities, events, participations or similar in your project, results in the Sustainable Means of Transport flag being automatically checked and the funded travel duration can be increased from maximum 2 to maximum 6 days.
13.5.2. "Travel grant not requested" flag
The Travel grant not requested flag indicates that, for a mobility activity, this type of support grant is not required. Once the flag is ticked, the Travel unit cost and Total travel grant will be set to 0.
13.6. Fill in the "Exceptional Costs for Expensive Travel" section, if applicable
If the standard Travel Grant does not cover at least 70% of the eligible travel cost of the participant, you are entitled to request a grant to cover Exceptional costs for expensive travel instead of the standard travel grant.
Tick the relevant box for Request Exceptional Costs for Expensive Travel. Then type the Real Travel Cost in the relevant field. The Exceptional Cost for Expensive Travel Grant is calculated automatically as 80% of the Real Travel Cost. If you request the Exceptional costs for expensive travel grant, you must also fill in the additional field Exceptional cost for expensive travel description and justification.
13.7. Fill in the "Exceptional Costs for visa and other entry requirements" section, if applicable
This cost item is applicable to Erasmus+ KA121/KA122 (call 2022 onward) and KA182 (call 2023 onward) projects, in both individual mobility activities (From/To section) and/or group activities (Participants section), as applicable.
To request a grant to cover Exceptional cost for visa and other entry requirements, tick the relevant box (1). Then type the Real cost (2) in the relevant field. The Exceptional cost for visa and other entry requirements - grant is calculated automatically as 100% of the real cost.
You must also fill in the additional field Exceptional cost for visa and other entry requirements - description and justification (3), which becomes available as soon as the real cost provided is higher than 0.
13.8. Fill in the "Individual Support" section
Provide the number of days for which you require the individual support grant for the subgroup, in the Duration for individual support field. This field is by default editable in call 2021 and call 2022 projects. For call 2023, see below.
Make sure that the number of funded days is in line with the participant grant agreement rules.
The Individual support for participants and the Individual support for accompanying persons are calculated automatically based on the respective unit costs, and cannot be modified manually. The Total individual support grant is also calculated and displayed. This amount cannot be changed manually, except in cases of force majeure.
13.8.1. "Individual support - grant not requested" flag
If you do not require any individual support for the subgroup, tick the Individual support - grant not requested flag. The related budgetary values will be set to 0 EUR.
13.8.2. "Request fewer days for Individual support" flag (Call 2023)
The Request fewer days for individual support flag, available in the Duration section of mobility activities in KA121 and KA122 projects for all calls, except for activities of type Hosting teachers and educators in training, as well as for Group activities in KA121 and KA122 call 2023 projects, can be used to reduce the number of days for which the individual support is required.
Once the flag is ticked, the field Duration for Individual support (days) becomes editable, allowing you to reduce the days supported with this grant for the mobility activity/participants in the group activity.
Here an example of the flag in a mobility activity.
Here an example of the flag in the subgroup of a group activity.
13.9. Review the "Budget" section
The Total grant for the subgroup is calculated automatically based on the information you have provided and displayed at the bottom of the screen.
13.10. Add Comments, if applicable
Please add any additional explanations you consider relevant concerning the subgroup in the Comments field.
For compliance with the EU General Data Protection Regulation, please do not include any sensitive information about the participant's personal situation related to special needs, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sexuality.
13.11. Click "Save"
Once all the mandatory details are filled in, click on the Save button at the bottom of the screen to save and create the subgroup.
13.12. Subgroup added to the Group activity
A success message appears, and the subgroup is now displayed in the Participants list.
Once items are added to the list, the following icons become available under the Actions column:
- Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
- 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.
Add as many subgroups to the group activity as required.
13.13. Make further adjustments in the Group Activity, as required
Review all details in the Group activity screen and make any other required changes, as applicable.
In our example, we will update the field Number of participants for organisational support in the Participants Summary section, as we would like to add Organisational Support for (some/all of) the participants in our group activity.
13.14. "Save" the group activity
As soon as one subgroup is added to the Group activity and all mandatory fields are filled, the status badge in the Group activity details screen changes to Complete. Click on the Save button to save the Group activity.
14. Group activity in status "Complete"
A success message displays and you are redirected to the list of Group Activities. It is now in status Complete. Once items are added to the list, the following icons become available under the Actions column:
- Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
- 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.
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