Welcome


Access to OLS

The "Provide access to OLS" functionality was removed from the Beneficiary module. The relevant wiki pages will be updated accordingly.


This page is relevant for:

  • Erasmus+ 2023
    • KA182-SPO - Mobility of Sport Coaches and Staff

This page outlines the specifics for mobility activities carried out within projects under Erasmus+ KA182 Mobility of sport staff projects.

In the Mobility Activities section of your project in Beneficiary module you can fill in basic participant information and other details, save the information as a 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. 

As you must provide information regarding the Sending and Receiving organisation for a mobility activity, all organisations participating in your project must be available in the Organisations of your project. Depending on the action type of your project, you may also have to add the related activities in your project before adding the mobility activities, as they may have to be linked to an activity

For general instructions on how to create and manage mobility activities in beneficiary projects in Beneficiary module, please see the page Add mobility activities to projects.

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

It is also possible to complete all mobility activities using the import and export of mobility activities function, depending on the action type of the project. For a quick overview of import and export of mobility activities in Beneficiary module, please view the eLearning video. 

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. 

Mobility activities can only be managed by project contacts with edit rights in the project if the project status is Project ongoing

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 if eligibility rules are not observed

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.


"Mobility Activity" section

Activity types

In KA182-SPO - Mobility of Sport Coaches and Staff projects, the following activity types are available to choose from:

  • Coaching or training assignments (SM-CTA)
  • Job shadowing and observation periods (SM-JOB-SHOP)

Use the drop-down to select one of these two options.

Activity type drop-down in KA182 mobility activity

Mobility activity ID

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.

Mobility activity ID field

Flags

"Participant" flag

This flag is selected by default and indicates the mobility activity as a participant. 

Participant flag selected by default in KA182 mobility activity

"Accompanying person" flag

An Accompanying Person is

A person who accompanies participants (learners, staff, young people or youth workers) in a mobility activity in order to ensure their safety, provide support and assistance, as well as assist with the participant’s effective learning during the mobility experience. In individual activities, an accompanying person may accompany participants with fewer opportunities or minors and youngsters with little experience outside their own country. In case of group activities in the field of education and training, qualified education staff must accompany the group to facilitate the learning process.

Source: Erasmus+ Programme Guide Online, Glossary

In Beneficiary projects, check the Accompanying Person flag to indicate that a participant in an activity (i.e. mobility activity, group activity, participations, events, etc.) is considered an accompanying person. 

A participant flagged as Accompanying person cannot be a participant with fewer opportunities at the same time. 

Accompanying Person flag

If this flag is checked, the Type of accompanying person field displays and an option must be chosen from the available drop-down.

"Blended mobility activity" flag

Blended mobility activity refers to an activity combining a physical mobility activity with a virtual mobility component. 

In Beneficiary projects, the Blended mobility activity flag can be checked to indicate that the mobility activity is carried out in a blended format (physical activity abroad combined with a virtual component). If this flag is checked, you may also have provide details about the virtual components in other sections of the mobility activity screen, depending on the action type of the project.

Blended mobility activity flag

"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.

If this flag is checked, the following rules apply: 

  • The rules for the minimum and maximum duration of the mobility activity will no longer apply.
  • The fields Travel Grant, Individual support grant, and Inclusion support for organisations will become editable and can be updated. If any values were already present they will remain.

Force majeure flag


"Participant" section

"Participant profile"

From the Participant profile drop-down you must select one of the available options. 

Participant profile drop-down in KA182 mobility activity

"Online language support (OLS)" flag

In beneficiary projects, when providing information for participants in, for example, individual mobility activities or participations, the OLS flag (checkbox) 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.

As the lack of language skills remains one of the main barriers to the participation in European education, training and youth mobility opportunities, OLS makes language support accessible in a flexible and easy way. It also contributes to a specific objective of the Erasmus+ programme, which is to promote language learning and linguistic diversity.

Source: https://erasmus-plus.ec.europa.eu/resources-and-tools/online-language-support

OLS flag

"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.

Information

The flag is not applicable for participants of type Accompanying Person.

Incoming international participant (under special conditions) flag

If this flag is checked, the Participant with fewer opportunities flag will be checked automatically and is read-only. It will be possible to select an organisation from the Ukraine as Sending organisation in the From-To section of the mobility activity. 


"Inclusion support" section 

"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. 

Participant with fewer opportunities flag

Once the flag is checked, the fields Inclusion support for participants, where you can request this type of support for the participant, and Inclusion support for organisations, read-only, become available. 

For participants flagged as Incoming international participant (under special conditions), the Participant with fewer opportunities flag is checked automatically and cannot be deselected. 

Participant with fewer opportunities flag

For participants flagged as Force majeure, the Inclusion support for organisations field will be editable. 

"Inclusion support for organisation not requested" flag

Check this flag if this type of support is not required. Once checked, the value in the field Inclusion support for organisations is set to 0 EUR.

Inclusion support for organisation not requested flag

Linguistic support

In Job shadowing and observation periods activities, this flag displays if the participant is not flagged as an accompanying person and if the mobility activity duration is equal or higher than 31 days. 

Once checked, the field Linguistic support grant becomes available, containing the support grant. The field is read-only. 

In Job shadowing and observation periods activities with duration of 31 days and more, Linguistic support can be requested


"Participant Survey" 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. 

As the invitation e-mail for the participant report is sent only at specific dates in relation to the mobility activity, you will find the Participant Report section initially empty. The participant report request will not be sent out if the mobility activity is in Draft status, meaning not completed, in your project.

Example of Participant Report section where the initial email notification was sent

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


"Recognition Certificates" section

In Beneficiary module, in thRecognition Certificates section in Mobility activities, you can specify up to three certificates to be offered to the participant, from the listed ones. Depending on the selected option, you may have to provide additional explanations. Certificates cannot be offered to participants flagged as Accompanying Person.

To add a certificate, click on the Add certificate (1) button, then select the Certifying organisation and the Certification type (2) from the available drop-down lists, and click Save (3). Once the certificate is added, you can simply edit it by choosing another organisation and certificate type, and saving the changes. Use the Delete (4) button to remove the certification, if required.

Example of Recognition Certificates section in mobility activity

 


"From-To" section

Sending and Receiving organisations

Choose the Sending and 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 in your project by accessing the Participating organisations in your project.  

Take note of the following rules regarding the Sending and Receiving organisation in a KA182 mobility activity:

  • The sending and receiving organisations must be different within the same mobility activity.
  • The sending and receiving countries must be different within the same mobility activity. In case the sending or receiving country is an Outer-most region (OCT), the parent country is taken in account.
  • Only the beneficiary organisation can be the sending organisation, with the exception of mobility activities flagged as "Incoming international participant (under special conditions)". In this case, the sending organisation can also be an organisation from the Ukraine. 
  • The beneficiary organisation can never be the receiving organisation.
  • Only other organisations located in a programme country can be selected as the Receiving organisation. 

Select the Sending and Receiving organisation

You have the Select (1) button available to choose the respective organisation from. Clicking on it opens the organisation selection pop-up window, in our example for Sending Organisation, displaying the organisations available in your project. If an organisation you want to select is not available, check the Participating organisations section in your project and add it, if possible.

Click on the organisation you want to choose (2), it will be highlighted in blue, and click on the Select (3) button. 

Example of selecting Sending organisation in KA121

The organisation information in the From-To section is updated as per selected organisation (4)

Organisation information updated in the form

"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. 

Distance band and Main means of transport

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

You must also provide the Real distance in km. The Real distance in km must be within the selected Distance band range. 

Distance band, Real distance in km and Main means of transport

"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.

Sustainable means of transport flag

Travel Grant

Here you define the Funded travel days. The minimum and maximum allowed is displayed below the field. The Travel support field is read-only and automatically filled.

For participants flagged as Force majeure, the field will be editable. 

Travel Grant

"Travel grant not requested" flag

If the travel grant is not required for the mobility activity, check the Travel grant not requested flag. Once selected, Travel support is set to 0 EUR. 

Travel grant not requested flag

Request Exceptional Cost for expensive travel

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.

Request Exceptional Cost for expensive travel

Request Exceptional Cost for visa and other entry requirements

This cost item is applicable to Erasmus+ KA121/KA122 (call 2022 onward) and KA182 (call 2023 onward) projects, in both individual mobility activities (From/To section) and/or group activities (Participants section), as applicable.

To request a grant to cover Exceptional cost for visa and other entry requirements, tick the relevant box (1). Then type the Real cost (2) in the relevant field. The Exceptional cost for visa and other entry requirements - grant is calculated automatically as 100% of the real cost.

You must also fill in the additional field Exceptional cost for visa and other entry requirements - description and justification (3), which becomes available as soon as the real cost provided is higher than 0.

Request exceptional cost for visa and other entry requirements


"Duration" section

Provide the Start and End date of the mobility activity. The relevant duration fields are updated automatically, as per information provided.

The minimum and maximum duration allowed is displayed below the relevant fields. The minimum and maximum duration for a mobility activity depend on the type of participant and activity type. 

 Travel days are not be included in the start and end date of the activity. The travel days are to be filled in under Travel Grant.

The field Duration for Individual support (days) is prefilled, but can be edited. The maximum allowed is displayed below the field.

Individual support can be requested for all days of the mobility activity and for travel days. If you do not wish to claim a grant for some of the days, you can lower the figure in this field.

Duration section in KA182 mobility activity

"Mobility activity included an interruption" flag

Check this flag if, during the mobility activity, an interruption occurred. When the tick box is selected, the field Interruption duration (days) becomes available and must be completed. 

Mobility activity included an interruption flag

Individual Support

The Individual support grant field is displayed here and is read-only. The value displayed is calculated based on the information provided for the mobility activity. In cases of Force majeure, the field will be editable. 

Individual support grant

"Individual support - grant not required" flag

Check this flag if this type of support is not required for the mobility activity. Once checked, the value in field Individual support grant will be set to 0 EUR.

Individual support - grant not required flag


"Budget" section

Total mobility activity grant

The Total mobility activity grant is calculated automatically as per information provided throughout the form and read-only.

Total mobility activity grant

"Organisation support grant not requested" flag

If Organisation support is not required, tick the Organisation support grant not requested flag. This flag is not available for mobility activities flagged as accompanying persons.

Mobility activities in which this flag is checked will be excluded in the calculation of the Organisational Support on project level. 

 Organisation support grant not requested flag