Manage participant reports in projects

What are Participant Reports? 

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.

See the Participant Report Templates at the bottom of the page for a list of the available participant reports for the Erasmus+ and European Solidarity Corps programmes. 

Accessing participant report information in a project

For Erasmus+ KA1 projects, participant report information is available from the Mobility activities section of your project, and then accessing the mobility activity details, in the Participant Survey section. In KA121 and KA122 ADU or SCH projects with group activities, the Participant Survey section will be available in the Group Activity details. 

For ESC30-SOL - Solidarity Projects you must access the Participants section in the project, then access the details of the participant. 

For ESC51-VTJ - Volunteering Projects, you must access the Participations section in the project, then access the details of the participant. 

Click on the arrow (>) to expand the subsection and view the details. You may need to use the vertical scroll bar(s) in your browser to access all available information. 

As the invitation e-mail is sent only at specific dates in relation to the mobility activity, you may find the Participant Survey information empty. 

Monitoring and statuses of Participant reports

Monitoring the Participant reports

It is possible to check the participant report information from the moment the initial invitation to complete the report was sent to the participant. Invitations are only sent for mobility activities, participations, or participants if they are in status Complete in the project. 

The following information will be available: 

• Request ID - system generated unique ID
• Status - Status of the report 
• Log Date - Date and time the automatic invitation e-mail was sent, date and time the manual reminder is sent, date and time the report is first accessed in EU Survey, date and time the participant submits the report
• Description of the Action

Any of the above information may be displayed multiple times, if more than one invitation to complete the report was sent. 

Participant report statuses in Beneficiary module

Possible statuses of participant reports: 

• Ready or Automatic Invitation ready to be sent - invitation e-mail ready to be sent
• Requested - invitation e-mail sent
• Undelivered - invitation e-mail was not sent
• Error - there was a technical error in the process
• Prefilling - participant report prefilled by the system
• Submitted - participant report submitted by user

Our example shows the status as Automatic Invitation ready to be sent, meaning the e-mail invitation is ready to be sent by the system. 

In the list of mobility activities, the column Report Status will also indicate the status of the participant reports, allowing you a quick overview of the individual report statuses.

This column is not available in the relevant lists (participants, participations) in ESC30 and ESC51 projects. 

Participant reports submission rate

In the expanded header of your project, you may find information regarding the Participant reports submission rate, where applicable. Here the % of individual reports submitted by the participants is displayed. 

This information is not available in the header in ESC30 and ESC51 projects. 

The notification e-mails

The notification e-mail sent to the participant will contain a add links to relevant wiki page using bullets to the survey that never expires as well as information on the mobility activity, such as mobility type and sending and receiving organisation information. 

Here is an example of the e-mail invitation sent. This example is applicable for all Erasmus+ projects, except for Youth and Higher Education International projects. 

Dear Participant One

You recently took part in an Erasmus+ project. Now it's time to tell us what you think by filling in your participant report that takes the form of a short online survey. Your feedback is very valuable to the European Commission, the National Agencies and individual organisations involved in the project, and will help improve the Erasmus+ programme for future generations!

You should submit the report any time in the next 30 days. Click here to start: https://ec.europa.eu/eusurvey/runner/EP-KA1-YOUTH-STAFF-2021_ACC/fefe356b-ed92-4bf2-a921-ad496f4b0c8f
You may save a temporary draft and use the same hyperlink to get back to it. Once completed, you should submit the report by clicking on the "Submit" button. Be aware that you will no longer be able to change it.

To help you fill in your report, please find below your main mobility activity details:
Mobility activity type: Professional development activities - Programme Countries
Planned dates of mobility activity: 25/08/2021 - 31/08/2021
Country of mobility activity: Poland
Sending organisation:
Name: TUM AVRUPA KADINLARI KULTUREL ISBIRLIGI VE DAYANISMA DERNEGI
City: Ankara
Country Tûrkiye
Receiving organisation:
Name: Wolskie Centrum Kultury
City: Warszawa
Country Poland

Should you wish to report on any sensitive issue which you do not want to disclose in this report, you may want to contact the sending organisation or National Agency that has selected your project. In case any of the information presented above is not correct, please also contact your National Agency.
Contact details of Erasmus+ National Agencies can be found at http://ec.europa.eu/programmes/erasmus-plus/contact/national-agencies_en

Your personal data is protected. If you have questions regarding data protection, please have a look at: https://webgate.ec.europa.eu/erasmus-esc/index/privacy-statement

Many thanks for your time and for helping make the Erasmus+ programme better!
The Erasmus+ Programme Team
This is a system generated message from EU Survey. Please do not reply. If you encounter any difficulties in filling the report please contact your beneficiary organisation: TUM AVRUPA KADINLARI KULTUREL ISBIRLIGI VE DAYANISMA DERNEGI

Automatic invitations and reminders

Automatic Reminders are sent only to those participants for whom the mobility activities are Complete in Beneficiary module, if no report was received after the initial invitation was sent. 

Not all participants in mobility activities will receive an invitation to complete a participant report.

For KA1 Youth mobility projects (KA151-YOU, KA152-YOU, KA153-YOU, KA154-YOU) the following rules apply:

• For activity type Preparatory visits (OA-PREP-VIS) and for participants flagged as Accompanying Person, Trainer/Facilitator, Decision Maker no e-mail invitations are sent.
• For activity types Youth Exchanges - Programme Countries (LM-EXCH-P) and Youth Exchanges - Partner Countries (LM-EXCH-T) invitations are sent only if the participant is flagged as a Group Leader.
• For activity type System development and outreach activities no e-mail invitations are sent.

For KA155-YOU projects:

• Participants flagged as Accompanying Person will not receive the e-mail invitation.

For School Education, Adult Education and Vocational Education and Training projects (KA121, KA122) the following rules apply:

• For activity types Invited experts (OA-INV-EXP), Hosting teachers and educators in training (OA-HOS-TTT), Group mobility of school pupils (LM-GRP-PUPIL), Short-term learning mobility of pupils (LM-SHORT-PUPIL), Long-term learning mobility of pupils (LM-LONG-PUPILS), and Group mobility of adult learners (LM-GRP-ADULT) and participants flagged as Accompanying Person no e-mail invitations are sent.
• For Group activities (LM-GRP-PUPIL and LM-GRP-ADULT) e-mail notifications and reminders are sent to participants flagged as Lead Accompanying Person.

For ESC30-SOL and ESC51-VTJ:

•  Only participants that are Young participants receive the e-mail invitation. 

Sending manual reminders 

Send reminder for a single mobility activity/participant/participation

It is possible to send reminders to participants to complete the survey from the project manually. The option to send a manual reminder is only available after the automatic notification(s) were sent. 

Open the mobility activity/participant/participation details in view mode or edit mode, by clicking on the respective icons.

Access the Participant Survey section. If necessary, click on the arrow > to view the details. 

Check that the report has not yet been received and check the date and time of the last automatic invitation or reminder.

Click on the Resend invitation button to send a reminder e-mail to the participant to complete the participant report in EU Survey. 

Send reminder for mobility activity, participant or participation in bulk

From the list of Mobility activities, for example, it is possible to send reminders for the Participant Report for multiple mobility activities at once, using the Bulk Actions button (1).

After clicking on the Bulk Actions button, select (2) the mobility activities for which the reminder is to be sent using the available tick boxes. Click on the now named Disable Bulk Actions button (3) and select the option to Resend participant report requests (3). 

A success message will display once the request is competed. 

Download of a single participant report

Once a participant report is submitted by the participant in EU Survey, it can be downloaded. 

Open the mobility activity/participant/participation details in view mode or edit mode, by clicking on the respective icons.

Access the Participant Survey subsection. If necessary, click on the arrow > to view the details.

Check if the status of the participant report is Submitted.

The Download report button will be active. Click on it to download the report as a PDF file. 

Participant Report Templates

Here are the available templates of Participant Reports to be completed in EU Survey by the participants. For the Report On Recognition templates, please consult page Manage Report On Recognition.