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This page explains the management of Group Activitiesmobility activities in granted KA121 and KA122 projects, using an example project for KA121-ADU, call year 2022 2023. Group activities are not available for KA121-VET and KA122-VET projects.

Group mobility activities in your project can only be managed by contacts with edit rights in the project while the project is in status Project ongoing. Make sure all organisations participating in your project's group mobility activities are available in the Participating organisations section of your project before you add group mobility activities in your project.

Note

When implementing group mobility activities in your project, you can request different specific funding for different participants in the same group, for example different start dates or means of transport, participants with fewer opportunities, etc.

Each group Group mobility activity between a sending organisation and a receiving organisation should be recorded only once in your project. For these reasons, to keep groups as homogeneous as possible in terms of funding, it is advisable to split a group into subgroups for each specific situation within that activity. If necessary, you can create a subgroup for a single person.

In your granted project, adding group activities is done in two steps:

Create the group draft Group mobility activity, provide all the required mandatory details and save it.
Edit the activity to add participant subgroups. For all subgroups in a group mobility activity, the sending country and the destination country must be the same.

Unlike mobility activities, group mobility activities do not require the names and personal details of the participants in the group. The only person whose name and email are specifically required is the Lead accompanying person, as this person will receive the invitation to fill in the participant report.

Note
Before the submission of the Final beneficiary report, group mobility activities in your project should be checked. All group mobility activities must be in status Complete before the report can be submitted.

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title	Relevant for...

This page is relevant for:

Erasmus+, call 2021 onward onward
- KA121-ADU - Mobility for staff of accredited organisations in adult education
- KA121-SCH - Mobility for learners and staff of accredited organisations in school education
- KA122-ADU - Mobility for staff in adult education
- KA122-SCH - Mobility for learners and staff in school education

Steps

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Select the "Group mobility activities" tab from "Mobility activities"

Group mobility activities are accessible in a separate tab , when clicking on the Mobility activities screen, accessible from the Content menu in your project.

From here, you can manage the group mobility activities of the project. You will see the list List of group mobility activities, as you add them to the project. Initially, the list is empty.

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In KA121-ADU and KA122-ADU projects, a notification regarding EPALE is displayed. See EPALE Electronic Platform for Adult Learning in Europe for more information.

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Click on "Create" to add a group mobility activity

Click on the Create button at the top of the group mobility activity list.

Group activity details screen opens

The Group Activity activity details screen opens, allowing you to add the details of the group mobility activity and create subgroups of participants for each particular situation. Use the scrollbar in your browser to access all information on screen.

Note

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All mandatory details must be filled in before you can save the group activity as Draft. You will be able to save the group activity as Complete only after at least one subgroup of participants has been added to the List of group activities, and all mandatory information has been provided in all sections and subsections.

The status badge (Draft/Complete) is displayed in the top-right area of the Group Activity screen.

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The form consists of several sections where each section can be expanded or collapsed individually, using the dedicated arrow.

Fill in the fields per section as required. Mandatory fields are marked with an asterisk ( * ).

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title	Information

Fields vary according to the action type of your project. Please read the onscreen information carefully when filling in the fields.

The form content will adapt based on your input and it will provide feedback, such as warning messages or error messages, in case there is missing information or eligibility rules are not observed.

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Fill in the "Group Activities" section

Fill in the requested information. Please note:

The group mobility activity status at this point is Draft (1), shown as an orange badge at the top right corner of the screen.

The Group activity ID (2) field is filled in by default. The Group activity ID is created automatically when adding a group mobility activity in a project. It is a combination of the last digits of the project reference followed by MOBGRP and an incremental number, e.g. 19139-MOBGRP-07622. The Group activity ID can be changed, but it must be unique in the project.

Note
The Group activity ID field is the only field that must be filled in order to save the draft mobility activity. The Save button (3) is active, even if no other information for the group mobility activity is filled in. You can fill the other required information directly or simply save the group mobility activity at this point as a draft and continue to update the details at a later stage.

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All mandatory details must be filled in before the group mobility activity reaches status Complete and only after at least one subgroup of participants has been added, with all mandatory information provided in all sections and subsections. The status badge (Draft/Complete) will be updated accordingly.

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Basic functionalities of the screen

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The form consists of several sections where each section can be expanded or collapsed individually, using the dedicated arrow. Fill in the fields per section as required. Mandatory fields are marked with an asterisk (*) and display Value missing or a similar notification below the field.

Info
Fields vary according to the action type of your project. Please read the onscreen information carefully when filling in the fields. The form content will adapt based on your input and it will provide feedback, such as warning messages or error messages, in case there is missing information or eligibility rules are not observed.

Use the scrollbar in your browser to access all information on screen.

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Fill in the "Group Activities" section

Fill in the requested information. Please note:

Group activity ID - this code is assigned automatically, but it can be changed according to your preferences; however, it must be unique within the project.
Activity type - pre-selected, based on the key action of your project, and cannot be changed; in this case, the key action is KA121-ADU.
Description - text field to enter the presentation of the Group mobility activity.
Thematic areas (only for KA121-ADU and KA122-ADU projects) - drop-down list to choose up to five thematic areas for the Group mobility activity
Group activity ID - this code is assigned automatically, but it can be changed according to your preferences; however, it must be unique within the project.
Activity type - pre-selected, based on the key action of your project, and cannot be changed; in this case, the key action is KA121-ADU.
Description - text field to enter the presentation of the group activity.
Thematic areas (only for KA121-ADU and KA122-ADU projects) - drop-down list to choose up to five thematic areas for the group activity; where multiple options are possible, they will be displayed above the respective field, as you select them.
Level of education (only for calls 2023 and 2024) - drop-down list to choose the level of study/teaching of the field of education for the mobility activity (ISCED levels 1 to 9).
Language(s) - drop-down lists to select the main language and the other language(s) used during the group activity; where multiple options are possible, they will be displayed above the respective field, as you select them.
Key competences - drop-down list to select the key competences acquired by the participants during the group activity; where multiple options are possible, they will be displayed above the respective field, as you select them. You can add as many key competences as there are available in the list.
Topics - drop-down list to select the relevant topics corresponding to the content and participant profile, as well as the specific action type; where multiple options are possible, they will be displayed above the respective field, as you select them. You can add as many key competences as there are available in the list.
Force majeure flag - see below for details

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If you check the Force majeure flag at group level, it will only affect the fields in the group screen. You can additionally flag the subgroups as Force majeure, in accordance with the subgroup specifics.

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The following fields and grants are affected at group level in case of force majeure:

Inclusion support for organisations in the Participants summary section: The field becomes editable, and you can provide a new amount. If any values were already present, they are preserved.
Organisational support in the Participants summary section : The field becomes editable, it switches to zero, and you can provide a new amount.
Total travel grant in the Travel details section (subgroup): The field becomes editable, it switches to zero, and you can provide a new amount.
Total individual support grant in the Individual support section (subgroup): The field becomes editable, and you can provide a new amount. If any values were already present, they are preserved.

Note

title	Take note of the following:

The current implementation does not include any specific conditions related to COVID-19 as a force majeure situation.

Fill in the "From / To" section

Sending and Receiving organisations

Select the Sending organisation and the Receiving organisation from the applicable drop-down lists. The Sending country and Sending city for each organisation are prefilled automatically with those registered in the Organisation Registration system (for organisations with an OID) or in the project (for organisations without an OID). These are the default locations, and can be changed manually in the project.

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If you change any of the default details, for example the Receiving Country, you will be required to provide an explanation in the subgroup screen, in the Travel details section.

For all subgroups in a group activity, the sending country and the destination country will be the same.

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"Supporting organisation" drop-down list (call 2024 only)

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Multiple sending organisations (KA121, call 2024 only)

In KA121 projects, if the beneficiary organisation has the Accreditation for a mobility consortium coordinator, you can add multiple sending organisations to a group mobility activity, allowing you to configure group mobilities that involve multiple cities of departure.

Click on the Add Sending Organisation button, to add up to 10 organisations from the ones participating in the project.

After pressing the button, a new line is displayed, allowing you to add information regarding the new sending organisation. Select one option from the drop-down list. The list will display the organisations available in your project. The Sending country and Sending city for the chosen organisation are prefilled automatically with those registered in the Participating Organisations screen, yet the Sending city field is editable.

After adding the 10th organisation, the Add Sending Organisation button will become unavailable. If needed, you can also delete any additional sending organisation, by clicking on the recycle bin button.

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"Activity at a seat of an institution of the European Union" flag (call 2023, 2024 only)

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Fill in the "Duration" section

Fill in the Start date and End date of the group activity. These dates must be within the project dates, indicated by the Project Duration bar at the top of the field.
The group activity Duration (days) is calculated automatically and it does not include the travel days (the duration must not exceed 30 days).
If the activity is a Blended mobility activity, check the applicable flag.
The Number of days in virtual mobility activity is displayed if the Blended mobility activity flag is ticked. Specify the applicable number of days allocated for the virtual activity. There are no duration constraints for the virtual component of the activity, and it is not taken into account in the Duration (days) or in any other budget calculations based on the physical duration of the activity.

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"Blended mobility activity" flag

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"Participants" section

In the Participants section, you will be able to create the subgroups of participants taking part in the group activity, with details for each subgroup.

Note

title	Take note of the following:

It is not possible to add subgroups at this point (the Create button is disabled). Provide the required details for the Group activity, save it as Draft, then open it again in Edit mode to add subgroups. Only after you have added at least one subgroup will you be able to save the group activity as Complete.

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Fill in the "Participants Summary" section

Certain fields in this section are read-only and they will be filled in based on the details provided for each subgroup in the Participants section of the screen.

At the bottom of the section you can also view the Organisational Support grant. This grant will be calculated automatically, based on the subgroup information you provide. This amount cannot be changed manually, except in cases of force majeure, and it is capped at EUR 1000 per group activity.

To be able to save the group activity, provide the required information in the following fields:

Average age - provide the calculated average age of the participants in the group activity.

Lead accompanying person details - provide the email, the last name and the first name of the lead person,.

Number of participants for organisational support - this field will be pre-filled if one or more subgroups have already been added to the group activity, but you can enter a lower value; the number of organisational support participants cannot exceed the total number of the participants in the subgroups

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Level of education (only for calls 2023 and 2024) - drop-down list to choose the level of study/teaching of the field of education for the mobility activity (ISCED levels 1 to 9).
Language(s) - drop-down lists to select the main language and the other language(s) used during the Group mobility activity; where multiple options are possible, they will be displayed above the respective field, as you select them.
Key competences - drop-down list to select the key competences acquired by the participants during the Group mobility activity; where multiple options are possible, they will be displayed above the respective field, as you select them. You can add as many key competences as there are available in the list.
Topics - drop-down list to select the relevant topics corresponding to the content and participant profile, as well as the specific action type; where multiple options are possible, they will be displayed above the respective field, as you select them. You can add as many key competences as there are available in the list.
Force majeure flag - see below for details

Click on the relevant tab below to view examples of the Group activity section in different projects.

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label	Call 2023 ADU project

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label	Call 2022 SCH project

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