Welcome

The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation. 

What is the topic about?

This page gives an overview of the process for importing and exporting mobility activities in beneficiary projects carried under KA131 - HED - Mobility of higher education students and staff.

For Call 2021 Round 1 projects, this is the process to be used by beneficiaries in order to add mobilities to their projects. 

For a quick overview of Activities in Beneficiary module, please view the eLearning video.

 

Import and Export of mobility activities


The bulk import and export of mobility activity data is done in the Import-export mobility activity section of the mobility project.

When importing or exporting the bulk list of mobility activities for a project, the file extension options available for download are CSV and XLS/XLSX. Both draft and/or complete mobility details can be used when importing or exporting. If there are no mobility activities in the project, the empty file template is exported. User documentation is provided on how to export and import mobility activities using XLS files

It is advisable to export the latest file after each IT release to ensure that any changes (e.g. added or removed fields) are also reflected in the file you intend to import.

After the export it is possible to add new data in the specific fields and columns. Use the Data dictionary for guidance on how to update the file.

To avoid errors when importing, please adhere to the layout of the CSV or XLS templates. If the import does not succeed, an ERROR status is displayed and an error log is available to view in certain cases. The error log allows the user to understand the fields that need to be corrected for the import to be successful.

The error log allows the beneficiary user to locate the lines or cells with incorrect values in the imported file. These need to be corrected before the file can be re-imported successfully.


The Unique Mobility Activity ID

Each mobility activity in the project must have a unique identification code, the Mobility Activity ID. This is an alphanumeric field in the import file and must be filled in by the beneficiary.

Be careful when importing mobility activities: using the same Mobility Activity ID for a different mobility activity will result in overwriting the original mobility activity data in your project.


Updating Mobility activity details

If there is a need to update mobility details, for example the contact details, this can be done using the import functionality. First update the details in the spreadsheet and then import it into the project in the Erasmus+ and European Solidarity Corps platform.


The organisation and its associated Organisation ID, OID and ECHE code

Each organisation in the project has an assigned Organisation ID, an associated OID and, if applicable, an Erasmus ECHE code for Higher Education. Each of the these identifiers must be associated correctly, can be updated in the spreadsheet, and imported back into the beneficiary project. 

The Organisation ID is alphanumeric, if auto-generated (for example 123456-ORG-00001), but can be overwritten via the imported file.

Organisation ID and OID:

Do not confuse the Organisation ID in the import-export file with the Organisation ID retrieved from the Organisation Registration system. In beneficiary projects only, the Organisation ID refers to the organisation identifier auto-generated within a given project and can differ from one project to another for the same organisation. The Organisation ID retrieved from the Organisation Registration system (i.e. the unique organisation identifier) is referred to as OID and is unique for the same organisation across all projects.

It is not possible to have multiple organisations with different Organisation IDs associated to the same OID. It is also not possible to have the same Organisation ID associated with different OIDs. Both scenarios will result in an error.

When adding a new mobility activity, the Organisation ID for the sending and receiving organisations as well as the Mobility Activity ID are checked. A new Mobility Activity ID creates a new mobility activity in the project and similarly a new Organisation ID creates a new organisation in the project as long as the associated OID is also unique for that project.

The ECHE accreditation is required for all higher education institutions from Programme Countries acting as sending organisations, as well as for those from Programme Countries acting as receiving organisations for activities of type HE-SMS (Student mobility for studies) and HE-STA (Staff mobility for teaching).

For higher education institutions holding an ECHE code, it is suggested to use the ECHE Code as the identifier in the Sending Organisation ID and Receiving Organisation ID fields.

You can download the latest list of higher education institutions holding an ECHE.


View the mobility activity list in the project

Beneficiaries can consult the list of imported mobility activities in the Mobility activities section of their project. Key details are provided in the list view for each entry. 

Beneficiaries can delete a mobility activity from the list, but cannot view nor edit the full details in the Erasmus+ and European Solidarity Corps platform. Any update to a mobility activity must be done by updating and re-importing the relevant XLS or CSV file.


Check imported data

After importing the file, export it again to consult and verify the complete mobility activity information, in particular the calculation of partial grants and unit costs for each mobility activity based on the imported information.