Welcome
This page explains how to manage the Learning, Teaching and Training Activities in KA220 - Cooperation partnerships, Call 2021, projects in the Beneficiary module.
Cooperation Partnerships projects may include transnational learning, teaching, and training activities for individuals or groups, provided these activities add value to achieving the project objectives. Optionally, transnational learning, teaching and training activities can be included, for which support for travel, subsistence and linguistic preparation can be given. These activities must be justified by the added value that they bring to the achievement of the project goals.
Learning, Teaching and Training Activities already approved by the National Agency in their project management system will be listed when the project becomes available in the Beneficiary module, but will not yet contain all details. These already existing Learning, Teaching and Training Activities must be updated to provide additionally required information about the participants and costs. Only associated persons with edit rights on the project are able to perform these actions while the project is in status Project ongoing.
Information
Fields may vary depending on the action type and call year of your project. Please read the onscreen information carefully.
In the example below, we are using a KA220-ADU project.
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
Steps
1. Access the "Learning, Teaching and Training Activities" section
The Learning, Teaching and Training Activities section of your project can be accessed from the Content menu. The Learning, Teaching and Training Activities screen contains the list of Learning, Teaching and Training Activities (1), if any are available.
Learning, Teaching, and Training Activities defined at the contracting phase or through an amendment, and approved by the National Agency in their project management system, will be displayed in this list. However, these activities do not contain all the details. They must be updated to include additional required information, such as participants and various costs.
Below the list, you will find information about the Total (calculated) and Awarded budget (2). The Total (calculated) will be updated when Learning, Teaching and Training Activities are successfully added to the project, or existing ones are updated. See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.
Take note
The total calculated amount can exceed the awarded budget.
2. Create a "Learning, Teaching and Training Activity"
Adding a new Learning, Teaching and Training Activity to a project is a two-step process:
- Create the Learning, Teaching and Training activity, and provide the activity details
- Add Participants to the Learning, Teaching and Training Activity
Learning, Teaching and Training Activities transferred from the NAs project management system and already available in your project can be updated, and participants can be added. See below for details.
2.1. Click on the "Create" button
Click on the Create button to add a new activity.
2.2. Provide the required Learning, Teaching and Training Details and click on "Save"
In the Learning, Teaching and Training Activities details screen, provide the required information. Mandatory fields are marked with a red asterisk *.
- Activity No. - drop-down list, to select from pre-defined values ranging from A1 to A999; the Activity No. must be unique inside the project.
- Field - drop-down list to select the field to which the activity belongs. Only one option can be selected for each action type of your project.
The field is read-only when you update a Learning, Teaching and Training Activity. - Activity Type - read-only; pre-filled with 'Learning, Teaching and Training Activities'.
- Long-Term Activity? - tick box (or flag) to mark the activity as long-term, meaning its duration is longer than 60 days and maximum 360 days.
- when you tick this box, the Linguistic Support section will become available when you add participants to the activity (not available for accompanying persons).
- an activity not flagged as long-term can only have a duration from 3 to 60 days.
- Description field - text field to provide the description of the activity; read the onscreen information carefully to provide the correct information.
To retain the entered information, click the Save button.
2.3. Learning, Teaching and Training Activity added to the project
When the activity is saved, will be displayed, and you will be returned to the list of Learning, Teaching, and Training Activities.
The newly added activity will now be displayed in the list, with all column values initially set to 0. These values will be updated with the calculated ones, once you add participants to the activity. Follow the instructions above to add more Learning, Teaching and Training Activities to your project, if required.
Once items are added to the list, the following icons become available:
- 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.
3. Update an activity and add participants
3.1. Click on "Edit" to open the Learning, Teaching and Training Activity details and update, if required
Click on the Edit icon for the activity that you want to modify.
Check that the activity details are complete and correct, and modify them if needed. Add any missing mandatory information. Click the Save button to maintain any changes you have made.
Take note
If you make changes to an activity and save, you will be returned to the list of activities. To add participants, you must select Edit to open the activity details again.
3.2. Click on the "Create" button to add participants
You can add participants to Learning, Teaching and Training Activities:
- for a newly created activity, after it has been saved,
- for the Learning, Teaching and Training Activities that have been transferred from the NA project management system and are initially available in the list, if any.
In the Participants section of the screen, an initially empty list is displayed. Click on the Create button to add the first participant to the activity.
3.3. Provide the required information
3.3.1. Basics
The participant details screen consists of multiple sections, such as Participant, Mobility or From/To, that have to be filled in. Initially, all sections are expanded, but you can collapse them for easier navigation, by clicking on the section title or the arrow > on the right side of each section.
Mandatory fields in each section are marked with a red asterisk * and display Value missing below the relevant field.
Take note
The available sections and fields to fill in, and the information to be provided, depend on the field of your project (SCH, ADU, VET, YOU, HED), as well as the other information you provide in the form. Read the onscreen information carefully to provide the correct details.
You may have to use the scroll bar in your browser to access all the sections and information on the screen.
3.3.2. "Activity" section
In the Activity section, the fields Activity No., Activity Type, and the Long-Term Activity? flag are displayed. The information available is the same information as provided when the activity was created, or as it was transferred from the NAs project management system. All information in this section is read-only.
3.3.3. "Participant" section
In the Participant section, provide the participant's personal details, such as their name, email, or date of birth.
Take note
The required details depend on the field (ADU, SCH, YOU, VET, HED) of your project. For example, the participant's date of birth must be provided for KA220-YOU or KA220-SCH projects, but not for KA220-VET, KA220-ADU or KA220-HED projects.
Select the Type of Participant from the drop-down list. The available options are: Staff, Learners, Young People, Youth Workers.
The section also includes a number of flags, or tick boxes, that can be used to indicate the participant's role in the activity, whether the participant requires a linguistic grant or whether it is a participant with fewer opportunities. The flags available vary depending on the field of your project. For example, the flag Group Leader / Trainer / Facilitator / Youth Worker? is only available for participants in KA220-YOU projects.
Take note
The flags you check may affect the grants received for the participant, as well as the remaining details to fill in the section.
Here is an example of how to add a participant in the participant section in a KA220-YOU project for a Learning, Teaching and Training Activity:
Here is an example of the Participant section in a KA220-HED project.
3.3.3.1. "Accompanying Person?" flag
The Accompanying Person flag is available for all KA220 projects. Tick this flag if the participant is considered an accompanying person.
3.3.3.2. "Group Leader/Trainer/Facilitator/Youth Worker?" flag (YOU projects only)
For participants in Learning, Teaching and Training Activities in KA220-YOU projects, not flagged as accompanying person, the Group Leader/Trainer/Facilitator/Youth Worker flag is available. Tick the box if the participant is considered a group leader, trainer or facilitator.
3.3.3.3. "Participant With Fewer Opportunities?" flag
Tick the Participant With Fewer Opportunities, if the participant is considered a participant with fewer opportunities. This flag is not available for participants flagged as Accompanying person.
3.3.4. "Mobility" section
The Mobility activity ID is created automatically when adding a mobility activity in a project. It is a combination of the last digits of the project reference followed by MOB and an incremental number, e.g. 005041-MOB-00001. The Mobility activity ID can be changed, but it must be unique in the project. The Mobility Activity ID is sometimes displayed as Mobility ID, as in the example below.
In this section, you can mark the activity as a Physical, Virtual or Blended activity. The option you select will have an impact on the fields to complete in the following sections.
You also have the option to flag the activity for the participant as Non-EU Funded or Force majeure. In case the Force Majeure description includes the words 'corona' or 'covid', the Covid-19 affected will be automatically selected for activities ending in 2020 or later.
In our example, the default Physical action type was changed to Blended.
3.3.4.1. "Virtual Activity"
If an activity is a Virtual activity:
- The start and end dates of the learning, teaching and training activity are both greyed-out and not editable, and the Duration calculated (days) is set to zero.
- The start and end dates of the virtual activity can be filled in, using the interactive calendar.
- There are no constraints for the minimum duration of a virtual activity, yet the end date of this activity must be on the last day of the project, at the latest. The duration of a virtual activity does not influence any duration-related grant calculations, such as individual support, top-ups, course fees, etc.
- The total grant to a virtual activity is calculated based on the same formula as for a physical activity, by adding up the values of the applicable budget items.
- The Individual Support Virtual Activity is automatically calculated based on the start and end dates of the virtual activity, indicated in the Duration section.
- All virtual activities are automatically flagged as Force majeure. This cannot be changed.
- Budget fields, such as EU Travel Grant or Individual Support Physical Activity are set to zero and are not editable.
3.3.4.2. Blended activity
If an activity is Blended activity:
- The start and end dates of the learning, teaching and training activity are available, and the Duration calculated (days) is calculated based on the entered dates.
- The start and end dates of the virtual activity are also available, and the Virtual activity duration (days) is calculated based on the entered dates.
- The durations of the virtual and physical activities cannot overlap.
- After both the physical and the virtual activity dates are calculated, the Blended activity duration is displayed, as a sum total of the physical activity, virtual activity and travel days, if applicable.
- If an activity is flagged as Blended, the minimum and maximum duration applies to the calculated Blended activity duration.
3.3.4.3. "Non-EU Funded" flag
Tick this box to indicate the activity is not funded by the EU, meaning that no EU grant is required for the participant. The following fields in the form will be set to 0€ and will become non-editable:
- Funded Duration (days)
- EU Travel Grant
- Exceptional Costs for Expensive Travel
- Individual Support
- Total (calculated)
The Grant not required (Individual support) flag in the Travel Grant section will not be available.
3.3.4.4. "Force Majeure" flag
Force majeure is:
Any situation or event that prevents organisations and individuals from fulfilling their obligations in the implementation of the project activities.
This situation or event has to be unforeseeable, exceptional situation and beyond the parties’ control. The force majeure cannot be due to error or negligence of the organisations or other participants involved in the action, and proves to be inevitable in spite of exercising all due diligence.Source: Erasmus+/European Solidarity Corps programme guides 2025, 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.
- The rule checking the minimum and maximum duration of the activity will no longer apply.
- The EU Travel Grant field, if available, becomes editable. You can provide the values as per your needs.
- The Individual Support field will also become editable. You can provide the values as per your needs.
The Force majeure flag is automatically selected if it concerns a Virtual Activity, and you cannot deselect it.
3.3.4.5. "COVID-19 affected" flag
For the participants in Learning, Teaching and Training Activities which end during the year 2020 or later, the Force Majeure flag is checked.
If the provided Force Majeure explanations contains keywords such as "corona" or "covid", the COVID-19 affected flag will be automatically set. It is not possible to tick the Covid-19 affected box manually.
3.3.5. "Duration" section
In this section, you will check and update the start and end dates of the mobility activity, and provide any additional information about the duration of participants' participation in the activity, as applicable. You will also provide the number of travel days, if applicable.
Take note
The duration in days is calculated based on the rule that one full month equals 30 days, without exceptions.
As a general rule:
- The Duration Calculated (days), the Blended Activity Duration (for blended activities) or Virtual Activity Duration (days) (for virtual activities) for an accompanying person must be between 1 day and 2 months (60 days).
- The Duration Calculated (days) or Blended Activity Duration (for blended activities) or Virtual Activity Duration (days) (for virtual activity) for participants that are not accompanying persons must be:
- For activities not flagged as long-term, between 3 and 60 days.
- For activities flagged as long-term, between 60 and 360 days.
These limits are displayed under the relevant duration field, for your reference. The Blended Activity Duration is shown in the example below:
3.3.6. "From/To" section
In this section, you will specify the travel details:
- Any participating organisation can be the sending organisation. For KA220-HED, Invited organisations can also be selected.
The receiving organisation must be in a country of the organisations participating in the project, or at the seat of an EU institution (Belgium, France, Germany, Luxembourg, and the Netherlands).
Selecting the sending and receiving organisation from the available drop-down lists will automatically fill in the fields Sending Country, Sending City, Sending Organisation Erasmus Code (where applicable) and/or Type of Organisation. You can change the values for Sending/Receiving Country from the available drop-down list displaying the Programme countries, Partner countries and OCTs. If needed, you can manually enter another Sending/Receiving City in the provided fields. - You will also need to select the distance band (if applicable), and the main means of transport, and specify the real distance in kilometres between the sending and the receiving cities. This will be used purely for statistical purposes, to determine the carbon footprint of the activity.
3.3.7. "Travel Grant" section
The EU Travel Grant field is read-only and displays the automatically calculated travel grant, based on the information provided in the form. Two flags may be available:
- Grant not Required (EU Travel Grant) - tick this box to indicate that no EU travel grant is requested, and the EU Travel Grant field will be set to 0€
- Request Exceptional Costs for Expensive Travel - tick this box if exceptional costs for expensive travel are required
Information
If the Non-EU funding flag was ticked in the Mobility section of the form, these flags are not available. The fields EU Travel Grant and Real Travel Costs are greyed out and display the amount of 0€.
3.3.7.1. "Request Exceptional costs 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 exceptional costs for expensive travel grant, you must also fill in the additional field Exceptional cost for expensive travel description and justification.
3.3.7.2. "Grant not required (EU Travel Grant)" flag
When this flag is set, the EU Travel Grant is set to 0€.
3.3.8. "Linguistic Support" section
The Linguistic Support section is only available for Learning, Teaching and Training Activities flagged as Long-term activity, and if the participant is not flagged as an Accompanying person. To Request Linguistic Support, tick the available box. The Linguistic Support Grant is automatically filled in.
Linguistic support is not granted if the activity is marked as virtual.
3.3.9. "Individual Support" section
The Individual Support grant is calculated automatically based on the calculated Individual support for physical and/or virtual activity. This amount cannot be manually changed, except in cases of force majeure.
3.3.9.1. "Grant not Required" flag (Individual Support)
The Grant Not Required flag, or tick box, will result in the relevant participant budget fields set to zero. The fields affected are:
- EU Travel Grant
- Individual Support
- Exceptional Costs for Expensive Travel
The flag Grant Not Required is automatically checked whenever the corresponding budget field value is 0 and the activity is saved or, for example, when a distance band with an associated travel grant of 0 is selected and the activity is saved.
3.3.10. "Total Calculations" section
The Total (calculated) field at the bottom of the screen displays the sum of all relevant costs on the form. This amount cannot be changed manually.
You also have the option to provide overall comments at the end of the form, if required.
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.
3.4. Save the participant details
Once you have filled in all the required information, the Save button becomes available. Click on the Save button to retain the participant details in the activity.
3.5. The Participant is added to the activity
A success message briefly displays in the bottom-right area of the screen. The Learning, Teaching and Training Activity details screen opens again, and the newly-added participant is included in the list of participants. Values such as Distance Band, Sending Country, Receiving Country and the Total (Calculated) are displayed in the table. Follow the instructions above to add more participants to the activity, if required.
Once items are added to the list, the following icons become available:
- 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.
4. Return to the list of Learning, Teaching and Training Activities
From the Learning, Teaching and Training Activities details screen, click on the Back button at the bottom of the screen to return to the list of Learning, Teaching and Training Activities in your project. Alternatively, click Learning, Teaching and Training Activities in the Content menu.
Expected Outcome
- Learning, Teaching and Training Activities have been added and/or updated in the project
- Participants have been added to Learning, Teaching and Training Activities
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