Welcome

This page outlines the recent changes in Beneficiary module that allow for greater flexibility in including refugees from Ukraine, in Erasmus+ and European Solidarity Corps projects.

For further guidance on how to handle activities that involve participants from Ukraine fleeing the Russian aggression, please refer to your National Agency:

The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation. 

 

Impacted projects

The following projects from Call 2021 are impacted to various degrees by the changes in Beneficiary module to allow the involvement of participants from Ukraine fleeing the Russian aggression:

  • KA121 - Mobility for learners and staff of accredited organisations in school education, vocational education and training, and adult education 
  • KA122 - Mobility for learners and staff in school education, vocational education and training, and adult education
  • KA131 - Mobility of higher education students and staff
  • KA151​​​​​​​​​​​​​​ - YOU ​-​​Mobility of young people for accredited organisations 
  • KA152-​​​​​​​YOU -​​​​​​​ Mobility of young people
  • KA153-​​​​​​​YOU -​​​​​​​ Mobility of youth workers
  • KA154-​​​​​​​YOU -​​​​​​​ Youth participation activities
  • ESC51-VTJ - Volunteering projects

Three new flags

Three flags (tick boxes) have been introduced in various project sections. Their availability depends on the key action and the activity type.

These flags are not applicable for participants of type Accompanying Person. 

  • Participant fleeing Ukraine due to the Russian aggression
    • When checked, this flags 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. mobility activity, physical event, participation (ESC only)) in an eligible participating country.
    • This flag modifies the standard conditions regarding the sending and receiving countries, as well as certain grant calculations.
  • Non-Ukrainian participant supporting the response to the war in Ukraine
    • Where available, this flag  is used for statistics only, it will not affect existing  mobility or funding rules.
    • This flag does not imply the mobility of citizens from Ukraine fleeing the Russian aggression and cannot be set when the flag Participant fleeing Ukraine due to the Russian aggression is set, and vice versa.
      • For example, a specific activity where this flag is set can be organised in a country different from Ukraine.
    • The standard rules must be observed regarding the sending and receiving countries, and this implies, depending on the activity type, that Ukraine may not be selected as the sending or receiving country.
  • Activity supporting the response to the war in Ukraine
    • Where available, this flag  is used for statistics only, it will not affect existing rules.

See the next sections for specifics about the flag availability and rules for each key action. 

Here is an example of the two participant-related flags displayed in a mobility activity screen:

Example of Ukraine-related flags in mobility activity screen


School, Adult and VET mobility (KA121, KA122)

The following flags are available in the  mobility activity  details screen for all activity types:

  • Non-Ukrainian participant supporting the response to the war in Ukraine
  • Participant fleeing Ukraine due to the Russian aggression

If the flag Participant fleeing Ukraine due to the Russian aggression is checked, the following changes are also applied to mobility activities in School, Adult and VET mobility projects:

Participants

  • The participant is automatically considered as a  Participant with fewer opportunities  - the associated flag is checked automatically and cannot be manually removed.
    • If relevant, the participant can receive  Inclusion support for participants.
    • Inclusion support for the organisation  is automatically given, but can be removed by un-checking the Inclusion support for organisation  tick-box.

Organisations

  • Organisations with and without an  OID  can be added to the project.
  • For all activity types, organisations from Ukraine can be selected as Sending organisation.
  • For those activity types where the Beneficiary can only be the sending organisation under normal circumstances, if the above flag is checked, the Beneficiary can be selected as a  Receiving organisation  only if a Ukrainian organisation is the Sending organisation.

Funding

  • Specific rates for Ukraine are applied in the calculation of grants for mobility activities.

Higher Education mobility (KA131-HED)

The following flags are available in the  mobility activity  details screen for all activity types:

  • Participant fleeing Ukraine due to the Russian aggression
  • Non-Ukrainian participant supporting the response to the war in Ukraine

In the context of the rules described below, the term Beneficiary shall be understood to imply either a Higher Education Institution (HEI) acting as a single Beneficiary in a KA131-HED project, or a HEI within the mobility consortium acting as the Beneficiary of the project.

If the flag Participant fleeing Ukraine due to the Russian aggression is checked in the mobility activity screen, the following changes are also applied in KA131-HED projects:

Participants

  • The participant is automatically considered as a  Participant with fewer opportunities  - the associated flag is checked automatically and cannot be manually removed.
    • If relevant, the participant can receive  Inclusion Support for Participants  - the relevant field remains editable.
  • Where available, the flag Participant With a Top-Up Amount For Fewer Opportunities  is  checked automatically and cannot be manually removed. 
    • The participant will benefit from the relevant individual support top-up for  Participants With Fewer Opportunities  according to the selected activity type.

Organisations

  • For all activity types, organisations from Ukraine can be selected as Sending organisation
    • Organisations with and without an  OID   are accepted in the project.
    • HEIs from Ukraine are not required to hold a valid  ECHE accreditation
  • For those activity types where the Beneficiary can only be the sending organisation under normal circumstances, if the above flag is checked, the Beneficiary can be selected as a  Receiving organisation  only if a Ukrainian organisation is the  Sending organisation .

Funding

  • Specific rates apply for individual support and the top-up for fewer opportunities, depending on the receiving country and the type of participant (student or staff).

Import-Export of mobility activities

The  data dictionary and import template files  have been updated to include the two flags and the applicable changes.


Youth mobility (KA151, KA152, KA153, KA154)

Physical events

The flag  Participant fleeing Ukraine due to the Russian aggression is available for  physical event  details screen in KA154-YOU projects. Check the flag to indicate whether the participants in the event are refugees from Ukraine. In this case, the flag is used for statistics only, it will not affect existing rules. 

Mobility activities

The flags  Participant fleeing Ukraine due to the Russian aggression  and  Non-Ukrainian participant supporting the response to the war in Ukraine are available in the  mobility activity  details screen for the following activity types:

  • Youth Exchanges - Partner Countries
  • Professional development activities - Partner Countries
  • Preparatory visits
  • Youth participation mobilities 

If the flag Participant fleeing Ukraine due to the Russian aggression is checked, the following changes are also applied to mobility activities in KA1 Youth projects:

Participants 

  • The participant is automatically considered as a  Participant with fewer opportunities  - the associated flag is checked automatically and cannot be manually removed.
    • the participant can receive  Inclusion Support for Participants - the relevant field remains editable.
    • Inclusion support for the organisation  is automatically given. The flag cannot be deselected.

Organisations

  • The existing rules for sending and receiving organisations are not affected.
  • Organisations that are not  registered  in the  Organisation Registration system  and do not have a valid OID are not allowed in the project.

Funding

  • Specific rates for Ukraine are applied in the calculation of grants for mobility activities.

Volunteering projects (ESC51)

Activities

The flag Activity  supporting the response to the war in Ukraine can be set for the applicable activities. This flag is used for statistics only, it will not affect existing rules. 

Participations 

The flag  Participant fleeing Ukraine due to the Russian aggression  is available in the Participations details screen for both activity types in ESC51 projects. If this flag i s checked, the following changes are applied to volunteering projects:

Participants

  • Participants coming from Ukraine who have carried out a  short term individual volunteering activity  can carry out another short term or long term activity if the total period does not exceed 14 months.
  • Participants coming from Ukraine who have carried out a long term volunteering activity can carry out a short term individual activity or another long term activity if the total period does not exceed 14 months.
  • If volunteers take part in a new cross-border volunteering activity  within the allowed eligibility rules, they will be treated as new participants for the purpose of the European Solidarity Corps Complementary Insurance.
  • The participant is automatically considered a  Participant with fewer opportunities  - the associated flag is checked automatically and cannot be manually removed
    • If relevant, the participant can receive  Inclusion support for participants.
    • Inclusion support for the organisation  is automatically given.

Organisations

  • Organisations that are not  registered  in the  Organisation Registration system  and do not have a valid OID are not allowed in the project.
  • Incoming volunteers from Ukraine can be hosted without the obligation to have a supporting (sending) organisation
    • In such cases, in the  Supporting Organisation Legal Name  field of the  Participations details screen, it is possible to select an organisation that holds a Quality Label for the  Host  role.
    • The host organisation is not required to submit a Quality Label application for the  Support  role in this case.

Funding

  • No specific changes.