Prerequisites

• Only the contact persons of the beneficiary, co-beneficiary and partner organisations with edit rights on the project are able to perform these actions.
• Project must have the status Project Ongoing.
• Activities must be available in the project..
• Participants must have been retrieved from European Youth Portal or added manually.. 

This page explains the first of the steps, the association of participants to activities, and therefore creating draft participations in ESC51 Volunteering Projects. See the page How to complete participations in ESC51 Volunteering Projects for details on how to complete existing participations. 

Draft participations must be completed or removed before attempting to submit the beneficiary report and are not reflected in the project's Reported Budget. See Budget in projects (ESC51-VTJ) for details. 

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Prerequisites

• • Only the contact person(s) of the beneficiary, co-beneficiary and partner organisations with edit rights on the project are able to perform these actions.
  • Project must have the status Project Ongoing.
  • Activities must be available in the project. 
  • Participants must have been retrieved from European Youth Portal or added manually.

  Tip
  title Tip
  In order to pair an activity with a participant of type Young person, it is worth noting the details of the offer accepted by the participant. You can view the offer title in the European Solidarity Corps Portal as well as in the participant list view in your project, after retrieving them from the portal. See Participants

Steps

Add a participation from the "Activities" section in your project

It is possible to add one or multiple participants to an activity. This action will create draft participations for each participant added to an activity.

Click on "Activities" in the "Content menu"

• in ESC51 projects for details.

Steps

Add participation from the "Participants" section in your project

It is possible to select participants to link to an activity. This action will create draft participations for each participant added to an activity.

Click on "Participants" in the "Content menu"

Click on the Participants section in the Content menu of your project. 

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Select the participant from the list you want to associate to an activity 

In the Participants section of the project, select the participant you want to associate to an activity. If no participants are displayed in the list, they must be added or retrieved from EYP. See Participants in ESC51 projects for details.

If a participant has several offers for several activities within the same project, they will be listed several times, with the relevant offer IDs and titles.

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Click the "Add participation" button and select the Activity and click "Select"

Click the Add participation button in the Selection details panel. A pop-up window is displayed, listing all the activities in the project.

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Draft participation created  

Click select next to the activity you want to associate the participant to. The Draft participation is added to the list.

From here, you can click Edit next to each participation to fill in the rest of the details. See the Complete participation section below for more instructions.

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Complete or edit the participation

Click on "Participations" in the "Content menu"

Click on Participations in the Content menu to view the participation list. All the participations you have added, from the Activities or Participants lists are displayed here. See below for information on the basic functionalities and options of the Participation list. 

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Click "Edit" next to a participation

Click on the Edit icon next to the participation you wish to update. The Participation screen will open in edit mode, and you can fill in the remaining information to complete the participation.

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Participation screen basics

The basic functionalities in the Participation screen are:

• The status badge is displayed at the top of the screen; the Draft status is displayed in orange.
• The 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. 
  • You may have to use the scrollbars in your browser to access all information available on screen.
• The Save button is located in the bottom right corner of the screen. Click it regularly to save the information as you fill in the form. 
• The Cancel button is located in the bottom right corner of the screen. Clicking on it will revert all changes made in the form since the last save. 

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Fill in the "Activity" section

The first section of the participation screen is Activity. Certain information is prefilled with the details of the associated activity, such as Activity ID, Activity type, Activity title and Host organisation legal name, as in our example below. The Activity title can be updated, if required. 

A drop-down list is available for the Main Location of the Activity. If the activity is held in multiple locations, you can select the specific location for the selected participation.

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Fill in the "Participant" section

In the Participant section certain details are already filled in as they were provided in the first step of creating the participation, such as the PRN (if applicable), First Name, Last Name, and Type of Participant. The Age field is automatically calculated based on the participant's date of birth and the participation start date. 

For participants of type Young persons, the following information is also prefilled: 

• Offer details linked to the Activity, including Offer ID, Offer Title, Start Date of the Activity Offered, End Date of the Activity Offered.
• Participant country of residence, taken from participants data.

The following fields may be marked as mandatory to complete, depending on the Activity type of the associated activity and the type of person: 

• Supporting Organisation Legal Name - the organisation supporting the participant; drop-down list with Participating organisations of the project  
• Country of origin - drop-down list; if a Supporting organisation is selected, the field is pre-populated is, but is editable
• City of origin - if a supporting organisation is selected, then this field is pre-populated with the respective city but is editable

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The Participant section includes flags (tick boxes) to indicate if the participant is a Participant With Fewer Opportunities or if the participation is considered as a case of Force Majeure. The availability of these flags depends on the activity type and the participant type.

When selected, the flags may affect other fields in the participant and budget sections, and may require additional information to be provided at project level. 

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Participant With Fewer Opportunities

Tick the box Participant With Fewer Opportunities if the participant falls into this category. The flag is not available for Accompanying persons.

For each participant with fewer opportunities, you must fill in the Inclusion Support section in the participation screen as well as the Fewer Opportunities section of your project.

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Force majeure

Participations flagged as Force majeure are not fully completed due to an unforeseeable exceptional situation or event beyond the individual participant's control and not attributable to error or negligence on their part. Such cases can rise from anywhere and at any time, and include factors such as sudden disease, accidents, death, earthquakes and other causes.

If you check this flag, you must fill in the additional Force majeure explanations field, describing the facts that prove the participation should be accepted as a case of Force majeure.

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In addition, if the Force majeure flag is set, certain duration and grant fields are affected as follows: 

• Duration Calculated (days) - the minimum and maximum duration will no longer apply in case of Force majeure
• Duration After Interruption (days) - the minimum duration will no longer apply in case of Force majeure
• Organisational Support Grant (at Participation level) - the field becomes editable
• Inclusion Support for Organisation - the field becomes editable
• Travel Support - the field becomes editable
• Pocket Money Grant - the field becomes editable

Check the "Participant Report" section 

In the Participant Report section you can monitor the status of the participant report and, if needed, resend the invitation to the participant to fill in the report. For more details about this section, see the page Manage participant reports in projects. 

This section is not available for Accompanying Persons. 

Fill in the "Language Learning Support" section, if applicable

The Language Learning Support section is only available if the participation involves  a Young Person and for activities with a duration of 60 days or more.

You may have to complete following fields:

• Main Work/Volunteering Language - drop-down list;
  • select the main language that the individual participant will use for work/volunteering purposes during the activity 
• Other Used Languages - drop-down list;
  • to select additional languages used in day-to-day situations that are not necessarily linked to the activity itself
  • maximum number of languages is three
  • once selected, they display in a blue pill above the field
• Language Learning Support - drop-down list;
  • select between No support (native Speaker or exception), Online Language Support Course License, or Linguistic Support Grant
• Comments on the absence of language learning support - field is displayed and mandatory if No support (native Speaker or exception) was selected
  • provide a justification on why the participant did not receive any linguistic support

The field Language Learning Support Grant is displayed if Linguistic Support Grant was selected and automatically calculated and cannot be changed.  

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Fill in the "Travel" section

Certain fields are prefilled in the Travel section and cannot be changed. The fields to complete available are: 

• Distance Band - drop-down list; to indicate the distance band between the sending and the receiving city or any different location; use the distance calculator
• Real Distance in km - provide the real distance travelled
• Main Means of Transport - drop-down list with List of transport means to choose; only one option can be selected
• Sustainable Means of Transport - this tick box is automatically selected if under Main means of transport one of the following was selected: Train, Bus, Carpooling, Bike or Other. 
• Funded Travel Days - enter the number of days used for travel, if required, for which individual support is paid
  • the minimum and maximum allowed travel days are displayed below the field
• Travel Support - Grant Not Required - tick box to indicate if travel support is required or not; if ticked, the Travel Support field will be set to zero. 

• Travel Support - the calculated travel grant according to the selected activity type and distance band 

  • if the flag Travel Support - Grant Not Required is checked, the value is set to zero

  • can be manually changed in cases of Force majeure
• Request Exceptional Cost for Expensive Travel - tick box; indicates if an exceptional cost for expensive travel is required
  If selected, the following fields must be filled in:  
  • Real Travel Cost - the exceptional cost for expensive travel;
    • this cost and the Travel Support are mutually exclusive
    • Exceptional cost for expensive travel can be up to 80% of the eligible travel cost 
  • Exceptional Cost for Expensive Travel Description and Justification - the description and justification of the exceptional cost for expensive travel;
    • mandatory if Exceptional Cost for Expensive Travel EU Grant greater than 0

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Fill in the "Duration" section

In the Duration section you must provide following information for the participation: 

• Start Date - provide the date on which the activity started.
  • In the case of a Young Person, the Start Date will be prefilled with the start date of the offered activity, but can be changed. 
  • The start date of the activity offered must be within project start date and end date. 
• End Date - provide the date on which the activity activity ended.
  • In the case of a Young Person, the End Date will be prefilled with End date of the activity offered, but can be changed.
  • The end date of the offered activity must be within project start date and end date. 
• Interruption Duration (days) - the total duration in days of all interruptions that occurred during the activity activity period; by default set to 0 but can be updated.

The following fields will be prefilled and cannot be changed: 

• Duration After Interruption (days) - available only if Interruption Duration (days) higher than 0; filled with the calculated duration in days considering interruption duration
  • The minimum duration will no longer apply in case of Force Majeure.
• Duration Including Travel Days - prefilled with the calculated duration as per Start and End date. 
• Funded Travel Days - prefilled with the relevant value from the Travel section.

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Fill in the "Organisational Support" section 

In the Organisational Support section you must provide the Duration (in days).

The fields Grant per Day and Organisational Support Grant are prefilled and cannot be changed. The Organisational Support Grant field becomes editable in cases of Force majeure. 

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Fill in the "Inclusion Support" section, if applicable

Inclusion support is only available if you involve participants with fewer opportunities in your projects. The flag Participant with Fewer Opportunities must be checked in the Participant section for Inclusion Support to be displayed. 

In such cases, fill in the Duration (in days), including travel days.

The fields Grant per Day and Inclusion Support for Organisation are prefilled and cannot be changed manually. The Inclusion Support for Organisation becomes editable if the participation is flagged a Force majeure. 

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If applicable for the participation, check the Request exceptional cost for inclusion support flag. The Exceptional cost for inclusion support field will be displayed.

Provide the desired amount (up to 100% of actual eligible costs) in the field. Note that if you request exceptional costs for inclusion support, the Inclusion support for organisation grant will be reset to zero.

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Fill in the "Pocket Money" section, if applicable

The Pocket Money section is only available if the participation involves a Young Person. 

Fill in the Duration (in days), including travel days.

The fields Grant per Day and Pocket Money Grant are prefilled and cannot be changed. The Pocket Money Grant field becomes editable in cases of Force majeure. 

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Fill in the "Exceptional Costs" section, if applicable

If you need to request exceptional costs, provide the real costs in the Exceptional cost grant field, then provide a justification in the Exceptional cost description and justification field.

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Check the "Total" section 

The Total Grant (calculated) is displayed at the bottom of the participation screen. It is calculated automatically as the sum of all relevant costs calculated in the completed participation sections above. This amount cannot be changed.

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Insurance coverage information

For a participation involving a Young person, the following message and a tick box are displayed at the bottom of the participation screen: In the case of participants entitled to insurance coverage, please note that this information will be sent to the insurance company to enrol the participant. 

Check the box if applicable for the participation.

Please note that the participation information is only sent to the insurance company once a week and only if the participation is marked as Complete. Therefore it is recommended to record participations at least two weeks before their departure. 

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"Save" the participation

Click on the Save button to save the changes you made in the participation.  

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Participation status "Complete"

Once all sections have been updated and saved and if all rules have been observed, the participation status changes from Draft to Complete. The status badge at the top of the screen changes from orange, initially stating Draft, to green, now stating Completed.

The completed participation will be marked as Completed, displaying a check, in the list of Participations. 

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Participations List 

Click on Participations in the Content menu. The Participations screen is displayed. All the participations that you add will be shown here. At first the list is empty.

In our example, three participations are available. 

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The list provides an overview of the participations, including the Type of person and the participation status (Complete - indicated with a check - or Draft).

The available Actions for each participation are:

1. View - click the View icon to view the details of a participation; the participations screen will open in read-only mode.
2. Edit - click the Edit icon to complete/update a participation.
3. Delete - click the Delete icon to remove a participation; a confirmation pop-up window will ask you to confirm the deletion.
   • this action will not remove the participant from the Participants list in your project.

Use the scrollbar in the table to access all columns in the list.

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The following basic functionalities are available at list level:

Expected Outcome

• The participation is updated and marked as complete in the participation list.

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