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This page explains how to add, modify and delete mobility activities in granted KA1 youth projects. We are using a KA152 call 2022 project as an example.
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The instructions below are based on an example project for KA154-YOU - Mobility of youth workers, Call 2022 Round 1.
You must add activities in the Activities section first, in order to be able to associate the mobility activity to the relevant activity. See Activities in KA1 Youth mobility projects for details.
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Access "Mobility Activities" in the Content menuIn your project, click on Mobility Activities in the Content menu. The Mobility activities screen is displayed. All the mobility activities that you add will be shown here. Initially the list is empty.
"Provide access to OLS" button in Mobility activities list (Call 2022)In KA151, KA152, KA153,and KA154 projects, in the list of individual mobility activities, the button Provide access to OLS is available. The button displays if the logged in user is a contact of the beneficiary or participating organisation with edit access in the project, and is flagged as OLS Administrator within the project. It allows you to provide access to OLS in the EU Academy for multiple mobility activities at once. See the page Provide access to OLS for details. "Create" the Draft mobility activityClick on "Create" and fill in the detailsClick on the Create button in the mobility list screen. |
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Access "Mobility Activities" in the Content menuIn your project, click on Mobility Activities in the Content menu. The Mobility activities screen is displayed. All the mobility activities that you add will be shown here. Initially the list is empty. Excerpt Include | | List functionality in projects | List functionality in projects | |||||
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In order to In order to complete the draft mobility activity registration you must fill in all the mandatory fields, marked with a red asterisk ( * ). After saving the draft (7) mobility details, the mobility activity can be completed at a later stage. It is advised to save your changes regularly when completing a mobility activity.
Click the Save button at the bottom of the Create draft mobility activity screen to save the basic details.
Once saved, you will automatically return to the Mobility activities listthe draft mobility activity is created and you are redirected to the mobility activity details screen, where you can view and start editing each draft mobility activity to complete it, as described in the following sections.The mobility activity just added is displayed in the list of List of mobility activities,in status Draft.
now provide all required details to complete the mobility activity. See below for the next steps.
If you do not want to complete the mobility activity at this time, click on the Back button at the bottom of the screen to return to the list of mobility activities.
The mobility activity just added is displayed in the list of List of mobility activities,in status Draft.
OLS Administrator within the project. It allows you to provide access to OLS in the EU Academy for multiple mobility activities at once.
See the page Provide access to OLS for details.
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Save your changes regularly when completing a mobility activity. |
In the list of mobility activities, click the Edit icon next to the one you want to complete. The mobility activity screen will open in edit mode, and you can fill in the remaining information.
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The mobility activity screen consists of several sections. You can expand and collapse each section for easier navigation, by clicking on the section title or the arrow (>) on the right side of each section.
The available sections available depend on the call year activity type for the mobility activity and action type of your project.
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The mobility activity card is displayed at the top of the mobility activity screen. It displays the participant's name, as well as the mobility activity card with basic details about the mobility activity: Mobility ID, State, date of creation, and date of update.
Clicking on the Export mobility activity button in the card allows you to export the form to a PDF file which contains a list of all fields and the information you provided in each field.
. By default, all sections are expanded when accessing the screen.
Mandatory fields to complete within the form are marked with a red asterisk ( * ) and display Value missing.
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Here are the available sections in a mobility activity linked to a preparatory visit in a KA152 call 2022 project. |
The Save and Back buttons are located in the bottom right The Save and Back buttons are located in the bottom right corner of the screen. Click the Save button regularly to save the information as you fill in the form. Click on the Back button to return to the list of mobility activities.
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Save your changes regularly when completing a mobility activity. |
Click on the Activity drop-down box and select an activity from the ones you had recorded in the Activities section of your project. The Country of destination field and the Is this activity itinerant? check box checkbox will be filled in automatically, in accordance with the details you had provided for the selected activity.
In our example, we have selected a Youth participation mobility activity, which we had previously defined in the Activities part of the project as itinerant.
"Blended mobility activity" flag
In the Mobility Activity section you can change the Mobility activity ID and/or can, for example, flag the mobility activity as Force majeure.
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In call 2023 projects, the Blended mobility activity flag is located in the Mobility Activity section of the screen.
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In the Mobility Activity section you can change the Mobility activity ID and/or flag the mobility activity as Force majeure.
title | Click here to view for an example of the Mobility Activity section in a KA153, call 2023, project. |
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The available flags depend on the Activity Type. The Participant flag is checked by default, but it can be changed to a different value such as Accompanying person, if applicable.
Here is an example of the Mobility Activity section in a KA152, call 2022, project for Activity type Youth exchanges - Member States and associated countries. In this case, the field Participant Group is additionally available and must be completed.
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Here an example of the Mobility Activity section in a KA153, call 2023, project.
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The current implementation does not include any specific conditions related to Covid-19 as a force majeure situation. |
In addition, if the force majeure flag is set, certain duration and grant fields are affected as follows:
The information required in the Participant section varies per action and activity type. Some details are already filled in as they were provided in the first step of creating the mobility activity.
Excerpt Include Participant ID Participant ID nopanel true
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Here is the participant section in a KA152, call 2022, project for Activity type Youth exchanges - Member States and associated countries.
The Participant section includes a variety of flags that The Participant section includes a variety of flags that can indicate the participant's role in the mobility activity, whether the participant requires a language grant or whether it is a participant with fewer opportunities.
The available flags vary, depending on the action type and activity type. They may affect other fields in the participant and budget sections, as well as require additional data to be provided at project level
Check the appropriate flags.
Below are some of the most common participant flags explained.
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This flag is not available for participants involved in preparatory visits nor for participants flagged as Group Leader, Accompanying Person, Trainer/Facilitator or Decision Maker.
See the page Provide access to OLS for details.
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In call 2023 projects, the Accompanying person flag is located in the Mobility Activity section of the screen. |
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A participant flagged as having fewer opportunities cannot be an accompanying person, group leader, trainer/facilitator or a decision maker, etc. For each participant with fewer opportunities you must fill in the Inclusion Support information in the Budgets section of the mobility activity form as well as the the Fewer Opportunities section of your project.
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Once the Participant with fewer opportunities flag is Excerpt Include Inclusion support for participants Inclusion support for participants nopanel true
checked, the related fields become available in
this section and can be completed.the Inclusion
Support section in a KA153, call 2023, project.Info | ||
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In call 2023 projects, this flag is available for mobility activities for the following activity types: Youth exchanges - third countries not associated (KA151, KA152), Professional development activities - third countries not associated (KA151, KA153), Preparatory visits (KA151, KA152, KA153), Youth participation mobilities (KA154) and Youth participation events with mobilities (KA154). |
In the Certifications section you can add up to three certifications to be offered to the participant. Certificates cannot be offered to participants flagged as Accompanying Person, Group Leader, Trainer/Facilitator, Decision Maker nor for participants involved in Preparatory visits. Initially, no certifications are available. To add a certification:
Click on Create new.
Use the available drop-down lists to select the Certifying Organisation and the Certification Type.
Once you have selected the Certifying Organisation and Type, the Add button becomes available. Click the button.
The certification details are displayed in a new line, along with the Edit and Delete buttons.
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In call 2023 projects, the certifications can be added in the Recognition Certificates section.
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Initially, upon creation of a mobility activity, no information is available in this section. |
A participant indicated as an Accompanying person, Trainer/Facilitator or Decision Maker will not have to complete the participant report and the Participant survey section is not displayed.
The details to provide in this section vary slightly, depending on whether the selected activity is itinerant or not. The Individual support budget item is also affected by the itinerant nature of the activity.
Select the Sending (1) and Receiving Organisation (2) from the respective drop-down lists. The Sending Country, Sending City, Receiving Country and Receiving City are automatically filled in based on your selection, but they can be changed.
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If the organisation you want to select as sending or receiving organisation is not available for selection, it must be added to the project from the Participating organisations section. |
You also must select a Distance band and Main means of transport (3), using the available drop-down list. The selected Distance band will automatically update the budget values with the correct travel grant for the activity type and distance band in the Budget section.
Type the Real Distance in KM (3) between the sending and the receiving cities. The Real Distance in KM provided must be within the selected Distance band. This information will be used purely for statistical purposes to determine the carbon footprint of the activity.
If the Main means of transport is considered sustainable, the Sustainable means of transport flag will be set.
title | Click here to expand for information regarding the Distance bands and Main means of transport. |
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title | Click here to expand for additional information regarding the Sustainable means of transport flag. |
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If you had flagged the main activity as being itinerant, you have to fill in the travel details for each itinerary in the mobility activity, i.e. the distance between the place of departure and the destination. In this case, you can add up to 10 organisations involved in the mobility activity, therefore up to 9 receiving organisations and 9 itineraries.
In call 2023 projects, when completing the From-To section, you must also provide the Duration (in days) for each itinerary added. The Individual support field is also displayed for each itinerary and read-only, with the exception in the case of Force majeure.
Here an example of the From-To section in a KA153, call 2023, mobility activity linked to a Non-Itinerant activity.
Here an example of the From-To section in a KA153, call 2023, mobility activity linked to an itinerant activity. For each added itinerary, the Duration (in days) must be filled in. The Individual support for each available itinerary is also visible.
support section. Where required, provide the requested Inclusion support for participants in EUR in the respective field. The Inclusion support for organisations is pre-filled and read-only, except in cases of Force majeure.
You must not provide aDescription and justification for inclusion support for participants, the field is not available in KA1 Youth projects.
The Inclusion support for organisations is pre-filled and read-only, except in cases of Force majeure.
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In KA1 Youth projects the Participant survey section is not available for activity type Preparatory visits and for participants flagged as Accompanying Person, Trainer/Facilitator or Decision Maker. For activity types Youth exchanges - Member States and associated countries and Youth exchanges - third countries not associated the Participant survey section is available only for participants flagged as a Group Leader. |
Initially, upon creation of a mobility activity, no information is available in this section. Excerpt Include Participant Report Participant Report nopanel true
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The details to provide in this section vary, depending on whether the selected activity is itinerant or not and the activity type of the linked activity. The Individual support budget item is also affected by the itinerant nature of the activity.
Select the Sending (1) and Receiving Organisation (2) from the respective drop-down lists . The Sending Country , Sending City, Receiving Country and Receiving City are automatically filled in based on your selection, but they can be changed.
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If the organisation you want to select as sending or receiving organisation is not available for selection, it must be added to the project from the Organisations section. |
You also must select a Distance band and Main means of transport (3), using the available drop-down list. The selected Distance band will automatically update the budget values with the correct travel grant for the activity type and distance band in the Budget section.
Type the Real Distance in KM (3) between the sending and the receiving cities. The Real Distance in KM provided must be within the selected Distance band. This information will be used purely for statistical purposes to determine the carbon footprint of the activity. If the Main means of transport is considered sustainable, the Sustainable means of transport flag will be set.
The field Duration (in days) (4) is prefilled with the calculated duration as per start and end date provided upon creation of the draft mobility activity and can be updated, if required. The field Individual support (5) is calculated and updated automatically as per the duration provided. It is read-only, with the exception in the case of Force majeure.
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If you had flagged the main activity as being itinerant, you have to fill in the travel details for each itinerary in the mobility activity, i.e. the distance between the place of departure and the destination. In this case, you can add up to 10 organisations involved in the mobility activity, therefore up to 9 receiving organisations and 9 itineraries.
To remove an added itinerary, click on the blue Delete (bin) icon available for each itinerary. If there is only one itinerary added, the Delete icon will be inactive.
You also must select a Distance band and Main means of transport , using the available drop-down list. The Distance band you select must cover the entire distance between the sending city and the final receiving city. Calculate and type the Real Distance in KM by adding up the real distance for each itinerary. For each itinerary, the receiving city of the previous itinerary is considered the point of departure for calculating the real distance toward the next receiving organisation/city . The rules for Main means of transport and Sustainable Means of Transport remain the same as for non-itinerant activities.
The duration in Funded travel Days is considered for the entire activity travel, not per itinerary.
The selected Distance band will automatically update the budget values with the correct travel grant for the activity type and distance band in the Budget section.
Where available and if applicable for the mobility activity, you can provide Comments on different location than sending/receiving organisations.
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In the case of the mobility activity being linked to a Preparatory visit, only information regarding the Sending and Receiving organisation must be provided in the From-To section.
Under Travel Grant you must provide the number of Funded travel days. The minimum and maximum allowed is displayed below the field. The Travel Support is calculated automatically and read-only, except in cases of Force majeure.
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For Preparatory visits, only the Start Date, End Date and Duration Calculated (days) are displayed in the Duration section. |
When the Duration section is complete, the budget section in the mobility activity is updated accordingly.
Organisational Support is available for all activity types, except for Preparatory Visits and KA154 Youth participation mobilities.
It is a flat rate of 100 EUR/participant regardless of the activity or event duration. This amount cannot be manually changed, except in cases of Force majeure.
If the mobility activity is flagged as Trainer/Facilitator, Group Leader or Accompanying person, the Organisational Support is set to 0 EUR.
This budget item is not available for mobility activities in Preparatory Visits.
If the activity is not itinerant, fill in the Duration (days) for which you require the individual support grant for the participant. The Individual Support grant value is calculated automatically. This amount cannot be manually changed, except in cases of force majeure.
If the activity is itinerant, you must fill in the number of days for each itinerary. The Individual Support per itinerary is calculated automatically and cannot be changed, expect in cases of of Force majeure.
The Total Individual Support is only available for the itinerant activities and is calculated automatically as the sum of all individual support grants for each itinerary. The total individual support cannot be changed manually.
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In call 2023 projects, the field Duration (in days) in the Budget section is read-only. The Duration (in days) and Total Individual Support are calculated based on the relevant information provided in the From-To section of the mobility activity.
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The Travel grant is calculated automatically based on the selected distance band. This amount cannot be manually changed, except in cases of Force majeure.
This budget item is not available for mobility activities in Preparatory Visits.
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In call 2023 projects, the Travel Grant information including the Travel support - grant not required flag and the option to Request exceptional cost for expensive travel, is available in the From-To section of the screen.
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If you do not require a travel grant for this mobility activity, tick the Travel Support - Grant not required check box, and the Travel Support field will be reset to zero.
Exceptional costs for expensive travel
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This budget item is not available for mobility activities in Preparatory Visits.
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In call 2023 projects, the Exceptional Costs for expansive travel can be requested in the From-To section, under Travel Grant, of the screen.
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Inclusion support is only available if you involve participants with fewer opportunities in your projects. The flag Participant with Fewer Opportunities must be checked for this section to be displayed.
The Inclusion Support for Organisation is a flat rate of 100 EUR per participant, regardless of the duration of the mobility activity. This amountExcerpt Include | ||||||
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In the Duration section, c heck and, if required, update the Start and End dates of the mobility activity. By default, the Start and End date are prefilled with the dates of the linked activity.
The Duration calculated (days) is calculated automatically and displayed. If the duration limits are not met, a warning message is displayed. The Duration Calculated (days) cannot be manually changed, except in cases of
forceForce majeure.
This budget item is not available for mobility activities in Preparatory Visits.If there is a break in the mobility activity, fill in the Interruption duration (days) with the number of days of interruption. This duration is subtracted from the total duration of the mobility activity. The interruption duration cannot exceed the total calculated duration in days.
The Duration of mobility activity period (days) indicates the duration in days of the mobility activity after having removed any interruption days. The days are calculated automatically.
The Funded travel days you specified under Travel Grant are displayed and read-only.
If part of the mobility activity duration is not funded via the Erasmus+ programme, specify the Non-funded duration (days). These days will be subtracted from the total duration.
The Funded duration (days) is automatically calculated based on the information provided in the previous fields.
The field Number of days in virtual mobility is only displayed for mobility activities flagged as Blended mobility activity.
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For Preparatory visits, only the Start Date, End Date and Duration Calculated (days) are displayed in the Duration section. |
When the Duration section is complete, the budget section in the mobility activity is updated accordingly.
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The Budget section
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In call 2023 projects, the Inclusion Support budget items are available in the Inclusion Support section of the screen and will display after the Participant with fewer opportunities flag was ticked.
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This budget item is only available for mobility activities in Preparatory Visits. This amount cannot be manually changed.
If the Preparatory Visit is flagged as Virtual activity, the Preparatory Visit Support is set to 0 EUR.
Under Total Calculations you can request Exceptional Costs. Type the desired amount in the relevant field, then provide additional explanations to justify your request, in the Exceptional Costs Description and Justification field.
This budget item is not available for mobility activities in Preparatory Visits.
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In call 2023 projects, the Exceptional Costs can be requested in the From-To section of the screen.
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The Mobility Activity Grant (calculated) is the sum of all relevant mobility costs and is displayed at the bottom of the screen. This amount cannot be changed manually.
The Budget section in a call 2023 project is read-only and contains the totals for the various budget items such as Organisational Support, Individual Support or Inclusion support. All information is read-only and calculated based on the information provided throughout the form.
In cases of Force majeure, the Organisational Support field can be updated.
The Mobility activity grant (calculated) provides the total of all costs for the mobility activity.
Here is the example of the Budget section in a KA153, KA152 call 2023 2022 project, where the participant is a Participant with fewer opportunities and Inclusion support for participants was requested.
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You can add Overall Comments for the mobility activity, if required.
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Click on the Save button to save the mobility activity.
Once all sections have been updated and all mandatory fields are filled in, the mobility activity status changes from Draft to Complete. It is still possible to edit the mobility activity details at any stage, as long as the beneficiary report has not been submitted.submitted.
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Before submitting the Beneficiary report , you will need to re-check all mobility activities, to make sure they still comply with all validation rules. Where available, the Revalidation of mobility activities functionality can be used for this purpose. |
The mobility activity now displays in status Complete in the List of mobility activities .
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Where available
In addition, you
mayhave the option to
Duplicate acopy an existing mobility activity
from the list of mobility activities,using the
dedicatedDuplicate (4) functionality. See Duplicate a Mobility activity for details.
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