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This page gives an overview of the process for importing and exporting mobility activities or participations in beneficiary projects. The Import-Export functionality is available for:
- Erasmus+, Call year 2021 onward
- KA121 - Accredited projects for mobility of learners and staff 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-HED - Mobility of higher education students and staff supported by internal policy funds
- KA151-YOU - Accredited projects for youth mobility
- KA152-YOU - Mobility of young people
- KA153-YOU - Mobility of youth workers
- KA154-YOU - Youth participation activities
- Erasmus+, Call year 2022 onward
- KA171-HED - Mobility of higher education students and staff supported by external policy funds
- European Solidarity Corps, all Calls
- ESC51 - Volunteering Projects
For a quick overview of the import and export of mobility activities/participations in Beneficiary module, please view the eLearning video.
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Import and Export of mobility activities or participations
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title | Information |
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type | generic |
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It is advisable to export the latest file after each IT release to ensure that any changes (e.g. added or removed fields) are also reflected in the file you intend to import. |
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The Unique Mobility Activity ID (Erasmus+)
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When importing a file with duplicated Mobility Activity IDs, the import will fail. |
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Updating Mobility activity/Participation details
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| Participant Registration Number |
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| Participant Registration Number |
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In the imported file, this field must be filled in for participants of the type Young person when using the import-export functionality.
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Before participations can be imported, the participants of the type Young persons must be first retrieved from EYP. This will import their basic information, including the PRN in the project. See Participants in ESC51 projects for details. |
Young persons can only be added to a single individual volunteering activity, but they can participate in several team activities, therefore the same PRN may be used multiple times in the file, as applicable for the participant.
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Updating Mobility activity/Participation details
If there is a need to update details for a mobility activity, for example, the contact details, this can be done using the import functionality. First update the details in the spreadsheet and then import it into the project.
In ESC51 projects, the personal details for participants of the type Young person cannot be updated using the import file, as all their personal data is retrieved from the European Youth Portal and can only be changed there
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The organisation and its associated Organisation ID, OID and ECHE code
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| Organisation ID and OID in projects |
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| Organisation ID and OID in projects |
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Each organisation in the project has an assigned Organisation ID, an associated OID and, if applicable, an Erasmus ECHE code for Higher Education. Each of the these identifiers must be associated correctly, can be updated in the spreadsheet, and imported back into the beneficiary project.
The Organisation ID is alphanumeric, if auto-generated (for example 123456-ORG-00001), but can be overwritten via the imported file.
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title | Organisation ID and OID |
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type | generic |
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Do not confuse the Organisation ID in the import-export file with the Organisation ID retrieved from the Organisation Registration system. In beneficiary projects only, the Organisation ID refers to the organisation identifier auto-generated within a given project and can differ from one project to another for the same organisation. The Organisation ID retrieved from the Organisation Registration system (i.e. the unique organisation identifier) is referred to as OID and is unique for the same organisation across all projects. It is not possible to have multiple organisations with different Organisation IDs associated to the same OID. It is also not possible to have the same Organisation ID associated with different OIDs. Both scenarios will result in an error. |
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View the
mobility activity list imported records in the project
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Check imported data
After importing the file, export it again to consult and verify the complete mobility activity information, in particular the calculation of partial grants and unit costs for each mobility activity based on the imported information.
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