Welcome
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
The following types of participants are available in ESC51 - Volunteering Projects:
- Young Person: an individual aged between 18 and 30 years, who is legally residing in a participating country, has registered in the European Youth Portal, and takes part in a solidarity activity.
- Accompanying person: the person who accompanies participants with special needs during an activity, in order to ensure protection and provide support and assistance.
This page explains how to retrieve participants of the type Young Person from the European Solidarity Corps Portal and how to add and manage Accompanying persons in an ESC51 project, so that you can later on associate them to activities. The association of a participant to an activity is called Participation. See Participations in ESC51 projects for further details.
In order to retrieve a young person's details from the European Solidarity Corps Portal and to add participations for that participant, the project organisations must have made an offer to the participant via PASS (also known as Organisation Portal), and the participant must have accepted the offer.
The young persons' details, changed in the European Solidarity Corps, can be updated in the project until the final beneficiary report is submitted. After the report is submitted, the project data is frozen and, if any of the participants' details are changed after this point, a message will be displayed when opening the project, informing you that new participant data has been received.
Should this update require changes in the project, the beneficiary needs to contact their National Agency. The National Agency can then take the necessary steps to open the project for updates, and a new final beneficiary report must be submitted.
Steps
1. Click on "Participants"
In your project, click on Participants in the Content menu, to access the Participants list.
Here you will be able to view the following types of participants:
- Young Persons that have accepted your offer, after you retrieve them from the European Solidarity Corps Portal.
- Accompanying persons involved in the project, after you create them in the project.
At first, the list is empty. The total number of participants will be updated and displayed at the top of the list, as you add them or retrieve them from the European Solidarity Corps Portal.
2. Participants of the type "Young Person"
2.1. Click on "Retrieve participant(s) from EYP" to update the Participants list
When you click on the Retrieve participant(s) from EYP button, the list is populated with all participants of the type Young Person who have accepted the offers for the current project. If there are new participants to retrieve, these will be added to the list.
Take note
All the information regarding the participants of the type Young Person is retrieved from the European Solidarity Corps Portal and cannot be changed.
The success or information message at the bottom-right corner of the screen will indicate the number of updated participants and the number of created (newly-retrieved) participants. The Total number in this case only refers to young persons, even if there are also participants of the type Accompanying Person in the list.
The list displays the following details:
- about the participants: PRN (personal reference number), type, first name, last name, email
- about the offer for the current project: Offer ID, Offer title
You can View the participant's details and Select a participant to associate them to an activity.
It is not possible to edit or delete these participants, the relevant icons displayed for each participant in the list are inactive.
See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.
The participant data is updated automatically, before the automatic invitations to fill in the participant report are sent. It is important to update the young persons' details before submitting the final beneficiary report, via the Retrieve participant(s) from EYP button.
2.2. View a young person's details
Click the View (eye) icon in the participant list, to display the participant's details. All fields are greyed out, as none of the fields can be changed. The information about the young person can only be updated via the European Solidarity Corps Portal. Click on the Back button at the bottom of the Participant details screen, to return to the list of participants.
2.3. Delete a young person from the list
If your organisation has withdrawn its offer to a specific participant, in the European Youth Portal, they can be removed from the list. The Delete option for the affected participant(s) becomes active after the list of participants is refreshed via the Retrieve participant(s) from EYP button.
If the offer is withdrawn, but the participation has already been recorded, the participation is automatically set to Draft and it must be deleted before submitting the final report.
See Participations in ESC51 projects for details. Afterwards, you can delete the participant, as described below.
Click the Delete button to remove a participant and confirm the deletion in the pop-up window. The participant will be removed from the list.
2.4. Select a young person from the list
Click the orange Select button (1), to choose a participant from the list to view any existing participations or to associate them to an activity. The participant's details are displayed in the Selection details (2) area and, if the participant is already associated to any activities, these will be listed in the Participations (3) area. For more information on how to add/remove participations, see Participations in ESC51 projects.
3. Participants of the type "Accompanying Person"
The accompanying persons are not retrieved from the European Solidarity Corps Portal, but they need to be manually created from the Participants section.
3.1. Click on the "Create" button to add an accompanying person
3.2. Provide the required information and click on "Save"
The Participant screen opens. All fields displayed for the participant of type Accompanying Person are mandatory and must be filled in. Provide the required information, then click on Save.
A PRN is not required for Accompanying Persons, as these persons do not need no register in the European Solidarity Corps Portal, nor are the organisations required to send offers to them.
3.3. The accompanying person is added to the list
A success message is displayed and the Accompanying Person record is now displayed in the Participants list. Once items are added to the list, the following icons become available:
- Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
- View - click on this icon to open the details of the selected item in read-only mode. All fields are greyed out and you will not be able to change any details.
- Edit - open the details of the selected item in edit mode. Make the desired changes, then click on the Save button at the bottom of the screen to save the updated information.
See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.
Take note
Accompanying persons can only be added to activities where there are already participants with fewer opportunities.
Expected Outcome
- The beneficiary has retrieved and/or added participants to the project and can start adding participations, if the project activities have also been recorded in the project. See the pages:
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