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This page explains how to register an organisation in the Organisation Registration system if you are planning to participate in one of the actions managed by National Agencies under the Erasmus+ or European Solidarity Corps programmes.

Take note

The illustrations in this wiki page are for consultation purpose only and do not reflect the latest implementation.

There are minor changes to the screen appearance and layout which are described on the updated page OID Basic functionalities of the Organisation Registration system


Important

Before you start the registration of your organisation please ensure it is not already registered. Use the Search functionality to check.

To complete the registration process and save your progress, you must click the Register my organisation button.  This button is not active until all mandatory sections are completed. Additional sections become available after registration to allow you to upload documents or view associated accreditation.

Take note

The Organisation Registration system does not have an auto-save functionality. Do not close your browser or navigate to another webpage unless you have completed your registration by clicking the Register my organisation button. Otherwise, any information you have provided will be lost and you must start the registration from the beginning.

Steps

1. Click on "Register my Organisation" 

In the Erasmus+ and European Solidarity Corps platform go to Organisations in the main menu, then click on Register My Organisations. The Prerequisites for organisation registration page opens

1.1. Read prerequisites for the registration of an organisation

The page contains a list of prerequisites which you should read before registering any organisation.

  • Why do I need to register my organisation
  • What are the prerequisites for organisation registration

Open Register my organisation


2. Check if your organisation exists in the Organisation Registration system

Type the name of your institution in the search box and click Search.

A Search Result list of institutions matching your search criteria is presented. Note that there may be more than one page in the list.

For further help on how to search for an institution and the use of advanced search see OID How to search for organisations.

If your organisation is known by more than one name, also try to see if it is registered under an alternative name, such as the English name of the organisation.

You may ask your colleagues or the administration of your organisation if the organisation has already been registered as an Erasmus+ / European Solidarity Corps organisation.

2.1. Organisation found

If you have found your institution in the search results, you do not need to register it again. Take note of the Organisation ID (OID) from the list. This unique identifier is required for all applications to Erasmus+ or European Solidarity corps open calls.

If you require to have full access to the organisation details, find the colleague who registered the organisation and request to be added as an authorised user.

Search for organisation - organisation found

2.2. Organisation not already registered

If you did not find your organisation in the list, you may now initiate the registration process by clicking the Register a new Organisation button at the bottom of the page.

Search for organisation - organisation not registered


3. Sign in to be able to register your organisation

If you are not already signed in to EU Login, sign in now. 

Sign in to EU Login


4. Start registering the details for your organisation

The Register My Organisation application opens a blank form in Organisation data. 

Use the Content menu to navigate to the various sections in the registration form. Only after one section is completed (indicated by a green icon) can you proceed to the next.  

An information message displays, informing you about the publicly available information of your organisation when it is registered in Organisation Registration system.

If you try to navigate to the next section without having completed the previous one, a warning message displays. 

Start registration - open registration form


5. Fill in the "Organisation data"

Provide the required information on your organisation, such as the legal name, business name, legal status, language, country and more. If your organisation already has a PIC but the organisation information was not transferred to the Organisation Registration system in October 2019, you should enter it in this screen. See more details concerning the PIC field.

Don't forget!

Remember to verify whether your organisation was transferred by using the Search functionality. If you can find the organisation, there is no need to register again.

If during the registration process, another organisation is detected having exactly the same legal name as the one you have provided, a message is displayed indicating the Organisation ID of the other organisation. This can help you double check whether your current organisation is already registered, but will not prevent you from finalising the registration.


The available tool tips, indicated with the icon (info), provide additional instructions and assistance for filling in each field.

After all mandatory information is entered, the Organisation data menu icon turns green and you can proceed to the Legal Address section.

Fill in basic Organisation data


6. Fill in the "Legal Address"

Access the Legal address section from the Content menu and provide the required information. 

After all mandatory fields are completed, the Legal address menu icon turns green and you can proceed to the Organisation Contact Person section.

Fill in Legal address


7. Add the "Organisation Contact Person"

7.1. Access the "Organisation Contact Person" section in the Content menu

The Organisation Contact Person screen opens. 


7.2. Provide all required information

Information such as First and Last Name, Position in the organisation and professional e-mail have to be provided. All mandatory fields are clearly marked with *.

By default, the check boxes to use the organisation phones and organisation address are not ticked. If those details are the correct ones for the Organisation Contact Person, tick the check boxes. The relevant information will be taken over from the Organisation Data section of the registration form. 

If the phone numbers and/or address of the contact person are different from the information provided under Organisation Data, provide the information in the available fields. 

Access the Organisation contact person section


7.3. "Organisation Contact Person" marked complete

The icon in the Content menu changes to green once all mandatory information in this section is provided. You can proceed to the next part of the registration: Authorised Users

Provide all mandatory information to mark the section complet


8. Add the first "Authorised User"

As the person registering the organisation, you are the first Authorised User

At this point in the registration process it is not possible to add more authorised users, but the option is available after the registration form is submitted.

8.1. Access the "Users" section

The Users screen opens with an empty table, where you must enter your personal details. Your professional email address is already filled in as it is retrieved from your EU Login account. This e-mail address cannot be changed. 

Open Authorised Users section

8.2. Provide all required information

Provide the missing mandatory information. The icon in the Content menu changes to green when all required fields are filled in. 

There are two ways of recording the details:

  1. If you are also the contact person of the organisation, click on the Copy contact person details button to quickly fill in your information from the Organisation Contact Person section.
    Remember: You cannot replace your own professional email, otherwise you would lose access to the organisation. If you used a different email in the Contact Person section, that email does not allow you to sign in as an authorised user.
  2. If you are not the contact person, fill in your details manually
    1. If your phone numbers and/or address are the same as those provided under Organisation Data section, tick the Use organisation phones? and Use organisation address? check-boxes. Otherwise, fill in details in the available fields. 

In our example below, the contact person is the same as the authorised user, but the professional email addresses are different.

Provide all required information for the  Authorised User


9. Click "Submit" to submit the data

Once all information is entered in the registration form, all sections in the Content Menu are marked with a green tick mark, a green status message is displayed and the Submit button in the top right corner is enabled. Click the button to submit your data to finalise the registration.

A confirmation message is displayed as well as your newly created Organisation ID. The Organisation ID consists of 8 digits preceded by the letter "E". 

The screen changes to Edit My Organisation and the Submit button is replaced by an Update button.

A header is displayed with the main information about your organisations your screen and the status of your registration. You will notice the status has now changed from Draft to Registered and the newly created Organisation ID, as well as the Legal name of your organisation is displayed. 

The Registered status indicates that the submission was successful. It does not mean that the organisation is already certified by the National Agency. 

Once you have registered your organisation, two more sections become immediately available:

Moreover, it is now possible to add more authorised usersIt is recommended that you add at least one additional authorised user.

Submit the registration


10. The "Accreditations" section

The Accreditations section is displayed in the Content menu after registration. At this point nothing is displayed. Once your organisation is certified and accredited, this section will list all valid accreditations in relation to the decentralised actions of the Erasmus+ and European Solidarity Corps programmes.

View accreditations


11. The "Documents" section

Once the organisation is registered you can add documents that are needed by the National Agency to certify your organisation. Information on the documents to be uploaded can be found in the Erasmus+ and European Solidarity Corps programme guides. See the page OID Manage documents for additional information on how to upload and manage your organisation documents.

Remember!

The following supporting documents must be completed and uploaded in the Organisation Registration System before your organisation registration can be certified by your NA:  Legal Entity form and Financial Identification form. 
EU standard Templates for Legal Entity form and Financial Identification form  as well as instructions on how to complete these are available on this page: 
Forms for EU contracts.

View documents


12. Notifications

The Organisation Registration system will send a notification e-mail to the person that registered the organisation and all persons that have been indicated as authorised users. This notification will include the Organisation ID, additional information and relevant links.


13. The certification status in the Organisation Registration system

The current status of the organisation is displayed to the right in the Organisation header. 

  1. Initial organisation status:
    • Draft - Displayed during the registration process, before submission (yellow). 
    • Registered - The organisation has been successfully registered in the Organisation Registration system or the organisation information has been successfully transferred from the Participant Portal to the Organisation Registration system (green).
  2. Organisation status after reception of organisation details in National Agency's project management system:
    • Waiting for NA Certification - The organisation details have been received by the National Agency's project management system but has not been certified by the NA (yellow).
    • Waiting for Confirmation - When an already certified organisation has been updated in the Organisation Registration system and this update has been received by National Agency's project management system but has not yet been certified (yellow).
    • NA Certified - Organisation has been certified in National Agency's project management system (green)
    • Invalidated - Organisation has been invalidated in National Agency's project management system (red).

Sample organisation status