Welcome
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
This page outlines the specifics for mobility activities carried out within projects under Erasmus+ KA131-HED - Mobility of higher education students and staff supported by internal policy funds.
For general instructions on how to create and manage mobility activities in beneficiary projects via the Erasmus+ and European Solidarity Corps platform, please see the page Add mobility activities to projects.
For a quick overview of Activities in Beneficiary module, please view the eLearning video.
In the Mobility Activities section, you can fill in basic participant and other details, save the information as draft and continue to update the mobility activity either immediately or at a later stage. Where applicable, you can also manage and monitor participant reports.
Draft mobility activities must be completed or removed before attempting to submit the beneficiary report, as they will not be considered in the budget summary. It is also possible to complete all mobility activities using the import and export of mobility activities function.
Information
Questions and fields vary in accordance with the selected activity type. Please read the onscreen information carefully when filling in the fields. The form content will adapt based on your input and will provide feedback such as warning messages or error messages in case there is missing information or eligibility rules are not observed.
Important
For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
The following activity types can be implemented and are available for selection from the Activity type drop-down list in the Mobility activity section. The remaining fields to fill in throughout the form will vary based on the selected activity type.
Various flags are displayed in accordance with the selected activity type. Certain flags are checked automatically, others can be checked manually, depending on the information you provide in the form and the specific circumstances of each mobility activity. The flags may also influence the type of details you are required to fill in.
Cannot be unchecked if the receiving country for the mobility activity is a partner country.
If the flag is not set, the mobility activity must be between programme countries.
The International Mobility activity flag is now available in the From-To section in the Mobility Activity details. The guide will be updated shortly.
The specific participant flags vary according to the selected activity type. They may affect other fields in the participant and budget sections, as well as require additional data to be provided.
Below are a few specifics to keep in mind:
Important
For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
For call years 2021 and 2022 and for all activity types, sending organisations must be from Programme Countries, including their outermost regions and associated Overseas Countries and Territories (OCT). See here the list of eligible countries.
Depending on the nature of the activities, the project can involve only higher education institutions (HEIs) or can also include other types of organisations.
The Erasmus Charter for Higher Education (ECHE) is required for all higher education institutions from Programme Countries acting as sending and/or receiving organisations.
The ECHE accreditation is not required in the following cases:
You have the option to select the Sending and/or Receiving organisation in the From-To section, using the available Select buttons. If an organisation is not available for selection, check that it is added by accessing the Organisations in your project.
The Outer-most region flag indicates that the mobility activity participant is studying or working in a HEI in an outer-most region of a Programme Country or OCT (Overseas Countries and Territories) associated to a Programme Country (call 2021) or an EU Member State or third country associated to the Programme (call 2022).
If the selected Sending Country has an outer-most region/OCT (Denmark, France, Spain, Portugal and the Netherlands) the Outer-most region flag can be checked to indicate if the mobility activity participant is coming from a HEI in an outer-most region (OCT).
As described on the page Add mobility activities to projects, you must select the Distance band, provide the Real distance in kilometers and select a Main means of transport.
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.
Students taking part in Student mobility for studies and Student mobility for traineeships who have replied No to the question Is the recognition process for your mobility period finalised? in the participant report are also invited to fill in a Report on Recognition in EU Survey. The invitation is sent automatically, 45 days after the reference date.
The beneficiary can resend a manual invitation as well as download the report filled in by the participant, in the Recognition report section of the mobility activity details screen. See the page Manage participant reports in projects for additional information.
Students involved in study or traineeship mobility activities can have their credits acquired during their mobility activity recognised by the sending higher education institution. The sending HEI will specify the number of credits (ECTS credits or any other comparable system) it recognised in the Certifications section of the screen.
The travel support amount depends on the activity type, on whether or not the mobility activity is international, whether it involves a participant with fewer opportunities and other specific criteria. The travel support grant is calculated automatically based on the other details you provide, such as Distance Band.
In this section you must provide the Travel days (1) and have the option to flag the mobility activity as Travel support not required (conditionally available) or Request exceptional costs for expensive travel (2).
Check the Travel support not required flag, where available, if no travel support is required. If checked, the Travel Support field is set to zero.
Depending on the Sending country and the activity type, the flag may be checked automatically, for example for students from outer-most regions HEIs. The Travel support not required flag is not available for participants with fewer opportunities.
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.
You must check the Zero grant flag if the mobility activity is not covered by Erasmus+ funding. In such cases, all grant fields are set to zero.
Similarly, the Zero grant flag is checked automatically if all budget items for the mobility activity have a 0 (zero) amount, either because the automated calculations for those budget items resulted in the amount of 0 (zero) or because you have indicated that you do not require such grants.
In both cases, the total Mobility activity grant (calculated) will be zero.
Take note
It is not possible to set the Zero grant flag if the mobility activity involves a participant with fewer opportunities.
The individual support grant is calculated automatically based on the daily grant or monthly base grant (according to the type of mobility activity) summed with any applicable top-ups.
Staff daily grants and Student monthly base grants vary based on the National Agency and the duration of the mobility activity. For most National Agencies, the amount is retrieved automatically and cannot be changed by the beneficiary. For other National Agencies, this amount must be specified by the user, within the allowed range which is displayed on the screen.
Top-ups are additional amounts granted by the National Agencies or automatically applied to support students in specific circumstances.
Here is an example of the Individual Support section in a long-term mobility activity for a student traineeship. You must provide the Student monthly base amount. The related fields, such as Green travel top-up or Traineeship monthly top-up amount will be updated automatically.
Inclusion support for participants is only available to participants with fewer opportunities in your projects, therefore the flag Participant with Fewer Opportunities must be checked if you request this grant. In Higher Education projects this grant item is, in particular, for participants with physical, mental and health related conditions.
If the mobility activity is supported via a non-Erasmus+ grant from the EU budget, the amount must be specified in the dedicated field. This field is located under Total calculations, at the bottom of the Budget section of the mobility activity screen.
If funding from other, non-EU, programmes has been used to support a mobility activity, the total amount from such sources must be declared in the dedicated field. This field is located under Total calculations, at the bottom of the Budget section of the mobility activity screen.
Force majeure is:
An unforeseeable exceptional situation or event beyond the participant's control and not attributable to error or negligence on his/her part.
Source: Erasmus+/European Solidarity Corps programme guides 2022, 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.
If the Force Majeure flag is set, the following duration and grant fields are affected:
In beneficiary projects, when providing information for participants in, for example, individual mobility activities or participations, the OLS flag (check box) may be available. Checking this flag will indicate the person is entitled for the Online Language Support.
The Online Language Support (OLS) is designed to help Erasmus+ and European Solidarity Corps participants improve their knowledge of the language in which they will work, study or volunteer abroad so that they can make the most out of this experience.
Source: https://erasmus-plus.ec.europa.eu/resources-and-tools/online-language-support
For KA121, KA122, KA131, KA152, KA153, KA154, KA171 and ESC51 projects of call year 2021 and 2022 it will be possible to provide access to OLS in the EU Academy directly from the beneficiary project, by using the Provide access to OLS button.
It will be possible to provide access to OLS as OLS Learner for participants in, for example, individual mobility activities or participations, as well as for OLS Administrators, meaning for contact persons of participating organisations in a project.
See the page Provide access to OLS for details and further instructions.
For projects carried out under call years 2021 and 2022, the International mobility activity flag is checked automatically if the Receiving Country you specify in the From-To section of the mobility activity screen is a non-associated country as defined in the Programme Guide.
In such cases, the following fields are impacted:
The International Mobility activity flag is now available in the From-To section in the Mobility Activity details. The guide will be updated shortly.
Blended intensive programmes are short, intensive programmes that use innovative ways of learning, teaching and training for students and staff including the use of online cooperation. They are developed and implemented by at least three higher education institutions (HEIs) coming from at least three EU Member States and third countries associated to the Programme (called a blended intensive programme partnership).
During blended intensive programmes, groups of students or staff will undertake a short-term physical mobility abroad combined with a compulsory virtual component facilitating collaborative online learning exchange and teamwork. The duration of the physical component is between 5 and 30 days, but there is no limitation on the duration of the virtual component.
For full eligibility criteria please refer to the Erasmus+ Programme Guide.
Within each blended intensive programme partnership there must be one coordinating HEI and receiving HEI (typically the same HEI combining the coordinating and receiving role) and minimum two partner HEIs. A coordinating HEI can be a sending or receiving organisation in a mobility activity. Blended intensive programmes can be open to students and staff from sending higher education institutions outside the partnership, but the receiving HEI must be one of the partnership organisations. The participating HEIs must hold a valid ECHE.
The following mobility activity types can be organised to take part in a blended intensive programme:
In your project, you will see all the blended intensive programmes defined in the beneficiary grant agreement and transferred automatically from the National Agency project management system. It is not possible to manually add more blended intensive programmes directly in your project.
Information
If your organisation/consortium has not been awarded organisational support for carrying out blended intensive programmes, this section will not be available in your online project. You can still send participants to blended intensive programmes implemented by other HEIs, regardless of whether your organisation is a partner in the blended intensive programme partnership, provided that both projects are ongoing (final beneficiary report has not been submitted for any of them) and the physical period of the programme is within the physical period of the participant's mobility activity.
To indicate a mobility activity as being part of a blended intensive programme, you must take the following steps in the mobility activity screen (Mobility Activities section of the project) for the selected participant:
If the mobility activity is linked to a Draft blended intensive programme (i.e., the mandatory blended intensive programme details have not been filled in, in the beneficiary project), the mobility activity will also keep the Draft status, even if all other mandatory information has been filled in. The blended intensive programme status must be Complete for the mobility activity to be Complete.
Once the status of the mobility activity is Complete, it will be displayed in the participants list for the selected blended intensive programme in the beneficiary project. Complete learner mobility activities are taken into account in the reported number of participants and the reported organisational support for the selected blended intensive programme in the beneficiary project. These amounts can be viewed both in the blended intensive programme details and in a dedicated section in the budget overview.
Take note
Learners from the country of the receiving HEI may enroll in the blended intensive programme but do not count toward the number of reported participants, nor is any organisational support granted for these participants.
Sending organisations can have an overview of their participants enroled in blended intensive programmes by exporting the mobility activity list. Those participants are counted in the reported number of mobility activities in the budget overview of the sending organisation project.
As a result, in the Blended intensive programmes section of the project, the mobility activity will be taken into account in the number of reported participants for the selected blended intensive programme and will be listed in the programme details, at the bottom of the screen.
For details on how to manage blended intensive programmes, see the page Blended Intensive Programmes in KA131 Higher Education projects.
Select the flag for Blended intensive programme.
In the From-To section of the mobility activity, the Blended intensive programme ID field and specific fields regarding the Virtual component of the activity become available and must be completed.
To link the mobility activity to the relevant Blended intensive programme, click on the Select button.
Clicking on the Select button for the Blended intensive programme ID opens a pop-up containing a list of blended intensive programmes to choose from:
Information
For the activity type Student mobility for studies, any blended intensive programme in the list can be selected. For the activity type Staff mobility for training, only programmes having Type of Participants Staff of the blended intensive programme can be selected.
Take note
Blended Intensive Programmes from call 2021 can be linked in mobility activities from projects from call 2022.
Click on the Blended Intensive Programme in the list to link the mobility activity to and click on the Select button. The Blended Intensive Programme ID field in the From-To section will be updated as per your selection. If multiple Blended intensive programmes are listed, you can use the Search functionality to narrow down the results.
In this example, only one Blended Intensive Programme is displayed in the list.
The Blended intensive programme ID field is updated. The information for Sending and Receiving organisations is updated automatically as per the information provided in the linked Blended intensive programme.
After a Blended Intensive Programme is linked, the Long-term mobility activity flag in the mobility activity is automatically set to No and read-only and, in the case of Student mobility for studies, the Blended mobility activity flag is set to Yes.
Here is an example where multiple Blended intensive programmes from different projects are available for selection in the list. You can use the Search field to filter down the list of results, if required.
The list also provides the standard options to adjust the items displayed per page and page browsing.
Using the Search field displayed on top of the table allows you to filter the list by providing a (partial) Blended intensive programme ID, Title, OID of a partner organisation or Erasmus Code of a partner organisation in a Blended intensive programme.
Provide your search criterion and click on the Search button. The list is updated as per your search criteria.
For further details on how to manage blended intensive programmes, see the page Blended Intensive Programmes in KA131 Higher Education projects.