1. Click on "Participations" in the "Content menu"

Click on Participations in the Content menu to view the participation list. All the participations you have added, from the Activities or Participants lists, are displayed here. See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

2. Click "Edit" next to a participation

Click on the Edit icon next to the participation you wish to update. The Participation screen will open in edit mode, and you can fill in the remaining information to complete the participation.

3. Participation screen basics

The basic functionalities in the Participation screen are:

• The status badge is displayed at the top of the screen; the Draft status is displayed in orange.
• The screen consists of several sections.
  • Additional sections may become available, based on the input provided. 
  • You can expand and collapse each section for easier navigation, by clicking on the section title, or the downward arrow (>) on the right side of each section. 
  • You may have to use the scrollbars in your browser to access all the information available on screen.
• The Save button is located in the bottom right corner of the screen. Click it regularly to save the information as you fill in the form. 
• The Back button is located in the bottom right corner of the screen. Clicking on it will revert all changes made in the form since the last save. 

Mandatory fields in the participation screen are marked with a red asterisk (*). If not filled in, the message Value missing is displayed below these fields, and it will disappear when the mandatory field is filled in. 

Incorrectly entered information in the form will be highlighted on screen, and specific warning messages display. Such errors must be corrected. 

4. Fill in the "Activity" section

The first section of the participation screen is Activity. Certain information is prefilled with the details of the associated activity, such as Activity ID, Activity type, Activity title and Host organisation legal name, as in the example below.

A drop-down list is available for the Main location of the activity. If the activity takes place in multiple locations, you can select the specific location for the selected participation.

If the Host organisation for the associated activity does not have the required quality label role, an error message displays. 

5. Fill in the "Participant" section

Certain details are already prefilled in the Participant section, as they were provided in the first step of creating the participation, such as the PRN (if applicable), Participant's first Name, Participant's last Name, and Type of participant. The Age field is automatically calculated based on the participant's date of birth and the participation start date. 

For participants of type Young persons, the following information is also prefilled: 

• Offer details linked to the Activity, including Offer ID, Offer title and the From/to dates of the offered activity.
• Country of residence - the country where the participant resides, taken from the participant's data.

The following fields may be marked as mandatory to fill in, depending on the Activity type of the associated activity and the type of person: 

• Supporting organisation legal name - the organisation supporting the participant; a drop-down list with Participating organisations of the project
  • This field is mandatory for participants of type Young person in Individual Volunteering (cross-border) activities. The supporting organisation must be from the country of the participant.
  • The selected organisation must hold a valid Accreditation/Quality Label with the role Sending or Coordinating/Supporting role at the start date of the activity.
  • For Volunteering Teams, the Supporting organisation is not mandatory
• Participant's country of origin - drop-down list; if a Supporting organisation is selected, the field is pre-populated, but it is editable
• Participant's city of origin - if a supporting organisation is selected, then this field is pre-populated with the respective city, but it is editable

5.1. "Participant with fewer opportunities" flag

A Participant with fewer opportunities is 

People with fewer opportunities means people who, for economic, social, cultural, geographical or health reasons, a migrant background, or for reasons such as disability and educational difficulties or for any other reasons, including those that can give rise to discrimination under article 21 of the Charter of Fundamental rights of the European Union, face obstacles that prevent them from having effective access to opportunities under the programme.

_{Source: Erasmus+ Programme Guide Online, Glossary}

In Beneficiary projects, check the Participant with fewer opportunities flag to indicate that a participant in an activity (i.e. mobility activity, group activity, participations, events, etc.) is considered a participant with fewer opportunities. 

For each participant with fewer opportunities, you must fill in the Inclusion Support section in the participation screen, as well as the Fewer Opportunities section of your project.

5.2. "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.

5.3. "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.

In addition, if the Force majeure flag is set, certain duration and grant fields are affected, as follows: 

• Duration calculated (days) - the minimum and maximum duration will no longer apply in case of Force majeure
• Duration after interruption (days) - the minimum duration will no longer apply in case of Force majeure
• Organisational support grant (at Participation level) - the field becomes editable
• Inclusion support for organisation - the field becomes editable
• Travel support - the field becomes editable
• Pocket money grant - the field becomes editable

6. Check the "Participant Report" section 

Participants in Erasmus+ and European Solidarity Corps projects may be asked to provide feedback on their experience by completing a Participant Report. 

Automatic e-mails are sent to participants with an invitation to complete this report in EU Survey to share their feedback on the experience participating in a Mobility activity for Erasmus+ or European Solidarity Corps programmes.

The participant receives an e-mail with a dedicated link to the participant report. This link will not expire. The individual participant report is completed online in EU Survey and is offered in various languages.

The participant can save the survey as draft and submit it. After submission, the participant may download a PDF version of their feedback but they can not edit the form again.

In Beneficiary module, when adding, updating or viewing, for example, mobility activities or participations, the Participant Report section may be available.

From here it is possible to monitor an individual participant report and check the relevant information from the moment the initial invitation to complete the report was sent to the participant. It is also possible to send reminders to participants to complete the report. 

See the page Manage participant reports in projects for detailed information. 

7. Fill in the "Linguistic support" section, if applicable

The Linguistic support section is only available if the participation involves a Young Person. You may have to fill in the following fields:

• Main language used during activity - drop-down list; select the main language that the individual participant will use for work/volunteering purposes, during the activity 
• Other languages used during activity - drop-down list; to select additional languages used in day-to-day situations that are not necessarily linked to the activity itself
  • the maximum number of languages is three
  • once selected, they display in a blue pill above the field
• Linguistic support - drop-down list; select between No support (native Speaker or exception), Online Linguistic Support Course License, or Linguistic Support Grant
• Comments on the absence of linguistic support - the field is displayed and it becomes mandatory if No support (native Speaker or exception) was selected
  • provide a justification on why the participant did not receive any linguistic support

The field Linguistic support grant is displayed if Linguistic Support Grant was selected for participations with a duration of 60 days or more. It is automatically calculated and it cannot be changed. 

8. Fill in the "Travel" section

Certain fields are prefilled in the Travel section and cannot be changed. The Distance band and Main means of Transport must be selected from the available drop-down lists. In the field Real distance in kilometers, the real distance must be filled in, and the value provided must be within the range selected for the Distance band.

In addition:

• Travel days - enter the number of days used for travel, if required, for which individual support is paid
  • the minimum and maximum allowed travel days are displayed below the field
• Travel grant not requested - tick this box to indicate that the travel support is not required; if ticked, the Travel support field will be set to zero.

• Travel support - the calculated travel grant, according to the selected activity type and distance band 

  • if the flag Travel grant not requested is checked, the value is set to zero

  • it can be manually changed in cases of Force majeure

A variety of flags are available and can be used to, for example, indicate the participation as Travel grant not requested or to Request exceptional cost for expensive travel.

8.1. Distance band and Main means of transport

In, for example, activities or mobility activities, the Distance Band indicates the distance between the place of origin and the venue of the activity the participant(s) has to travel. Main Means of Transport refers to the primary mode of transportation used by participants to travel to and from their host country. The Real distance in kilometres is the real distance between the place of origin and the venue of the activity. 

When completing, for example, a mobility activity, the Distance band (1) and Main means of Transport (2) must be selected from the available drop-down lists. In the field Real distance in kilometers (3) the real distance must be filled and the value provided must be within the range selected for the Distance band. 

The available distance bands to select depend on the key action of the project. 

A link to the official Erasmus+ Distance Calculator to calculate the distance is also available. 

8.2. "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.

8.3. "Travel grant not requested" flag

In Beneficiary module, when adding or updating mobility activities in your project, the Travel support not required flag, also labelled Travel support - grant not required indicates that, for a mobility activity, this type of support grant is not required. The availability of the flag depends on the action type of your project and/or the activity type of the mobility activity. 

Once the flag is ticked, the related Travel Support grant is set to 0 EUR. 

8.4. "Request exceptional cost for expensive travel" flag

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.

When you select the Request exceptional cost for expensive travel flag, a popup window displays, informing you of the rules for these specific costs. Click on OK to continue. 

You can then type the Real travel cost in the relevant field and must also fill in the additional field Exceptional cost for expensive travel description and justification.

9. Fill in the "Duration" section

In the Project duration section, you must provide the following information for the participation: 

• Start date - provide the date when the activity started.
  • In the case of a Young Person, the Start date will be prefilled with the start date of the offered activity, but it can be changed. 
  • The start date of the offered activity must be within the project start date and end date. 
• End date - provide the date when the activity ended.
  • In the case of a Young Person, the End date will be prefilled with the end date of the offered activity, but it can be changed
  • The end date of the offered activity must be within the project start date and end date. 
• Interruption duration (days) - the total duration in days of all the interruptions that occurred during the activity period; it is set to 0 by default, but it can be updated.

The following fields will be prefilled and cannot be changed: 

• Duration after interruption (days) - available only if Interruption duration (days) is higher than 0; it is filled with the calculated duration in days, considering the duration of such interruption 
  • The minimum duration will no longer apply in case of Force Majeure.
• Duration (days) - it is prefilled with the calculated duration, as per the Start and End date. 
• Funded duration (days) - it is prefilled with the relevant value from the Travel section.

10. Fill in the "Organisational support" section 

In the Organisational support section, you must provide the Duration (in days).

The fields Grant per day and Organisational support grant are prefilled and cannot be changed. The Organisational support grant field becomes editable in cases of Force majeure. 

11. Fill in the "Inclusion support" section, if applicable

Inclusion support is only available if you involve participants with fewer opportunities in your projects. The flag Participant with fewer opportunities must be checked in the Participant section, for Inclusion Support to be displayed. 

In such cases, fill in the Duration (in days), including travel days.

The fields Grant per day and Inclusion support for organisation are prefilled and they cannot be changed manually. The Inclusion support for organisation becomes editable if the participation is flagged a Force majeure. 

11.1. "Request exceptional cost for inclusion support" flag

In beneficiary projects, this cost item is applicable for participations in ESC51 Volunteering Projects and can be used to request additional funding for participants flagged as participant with fewer opportunities. 

In the Inclusion support section of the participation, tick the relevant box for Request exceptional cost for inclusion support, then enter the amount for Exceptional cost for inclusion support (up to 100% of actual eligible costs) in the relevant field. 

12. Fill in the "Pocket money" section, if applicable

The Pocket money section is only available if the participation involves a Young Person. 

Fill in the Duration (in days), including travel days.

The fields Grant per day and Pocket money grant are prefilled and cannot be changed. The Pocket money grant field becomes editable in cases of Force majeure. 

13. Fill in the "Exceptional costs" section, if applicable

If you need to request exceptional costs, provide the real costs in the Exceptional costs field, then provide a justification in the Exceptional cost description and justification field.

14. Check the "Total" section 

The Total grant is displayed at the bottom of the participation screen. It is calculated automatically, as the sum of all relevant costs calculated after the participation sections above are filled in. This amount cannot be changed.

15. Insurance coverage information

For a participation involving a Young person, the following message and a tick box are displayed at the bottom of the Participation screen: In the case of participants entitled to insurance coverage, please note that this information will be sent to the insurance company to enrol the participant. 

Check the box if applicable for the participation.

Please note that the participation information is only sent to the insurance company once a week, and only if the participation is marked as Complete. Therefore, it is recommended to record participations at least two weeks before the participants' departure. 

16. "Save" the participation

Click on the Save button to retain the changes you made in the participation. 

17. Participation status "Complete"

Once all the sections have been updated and saved, and if all rules have been observed, the participation status changes from Draft to Complete. The status badge at the top of the screen changes from orange, initially stating Draft, to green, now stating Completed.

The completed participation will be marked as Completed in the list of Participations, by a Yes in the Complete column. The total grant from the participation is considered in the Reported budget of the project. See Budget in projects (ESC51-VTJ) for details.