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This page explains the management of the Participant Reports in the Beneficiary module. Beneficiary contacts in a project can monitor the status of the reports in their project(s) and, if required, resend reminders to participants to complete the report and to download submitted reports , which they can later on download as PDF file. 

For information regarding the Report On on Recognition in Higher Education projects, please consult see the page Manage Report On on Recognition. 

Expand
titleRelevant Forfor...

This page is relevant for:

  • Erasmus+:
    • KA121 - Mobility for learners and staff of accredited organisations (SCH, ADU, VET)
    • KA122 - Mobility for learners and staff (SCH, ADU, VET)
    • KA131-HED - Mobility of higher education students and staff
    • KA171-HED - Mobility of higher education students and staff supported by external policy funds
    • 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 
    • KA155-YOU - DiscoverEU inclusion action
    • KA182-SPO - Mobility of Sport Coaches and Staff 
  • European Solidarity Corps: 
    • ESC30 - Solidarity Projects 
    • ESC51 - Volunteering, Traineeships and Jobs Projects

Participant report statuses in Beneficiary module

Possible statuses of participant reports: 

  • Ready or Automatic Invitation ready to be sent - invitation e-mail ready to be sent
  • Requested - invitation e-mail sent
  • Undelivered - invitation e-mail was not sent
  • Error - there was a technical error in the process
  • Prefilling - participant report prefilled by the system
  • Submitted - participant report submitted by user

Our example shows the status as Automatic Invitation ready to be sent, meaning the e-mail invitation is ready to be sent by the system. 

Participant report statuses in Beneficiary moduleImage Removed

In the list of mobility activities, the column Report Status will also indicate the status of the participant reports, allowing you a quick overview of the individual report statuses.

This column is not available in the relevant lists (participants, participations) in ESC30 and ESC51 projects. 

Example of Report Status column available in list of mobility activities in a KA152 projectImage Removed

Participant reports submission rate

In the expanded header of your project, you may find information regarding the Participant reports submission rate, where applicable. Here, the % of individual reports submitted by the participants is displayed. This

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What are Participant

Reports

reports

Excerpt

Participants in Erasmus+ and European Solidarity Corps projects may be asked to provide feedback on their experience by completing filling in a Participant Reportreport

Automatic e-mails are sent to participants with an invitation to complete fill in and submit this report in EU Survey, to share their feedback on the experience participating as a participant in a Mobility activity for Erasmus+ or European Solidarity Corps programmes.

The participant receives an e-mail with a dedicated link to the participant report. This link will not expire. The individual participant report is completed online which needs to be done online, in EU Survey, and is offered available in various languages. The link received by the participant will not expire. 

The participant The participant can save the survey as draft report and submit it. After submission, the participant may download a PDF version of their feedback, but they can not cannot edit the form again.

Info
titleInformation

The participant report request will not be sent out if the mobility activity is in /participation/participant is in Draft status, meaning not completed, in Beneficiary modulethe project

See

the 

theParticipant Report Templates

 at

at the bottom of the page for a list of the available participant reports for the Erasmus+ and European Solidarity Corps programmes. 


Accessing participant report information in a project

Participant Reports screen

An overview of the For Erasmus+ KA1 projects, participant report information is available from the Mobility activities section of your project, and then accessing the mobility activity details, in the Participant Survey section. In KA121 and KA122 ADU or SCH projects with group activities, the Participant Survey section will be available in the Group Activity details. For ESC30in a project can be viewed from the Participant Reports screen, accessible as follows:

For
  • In Erasmus+ KA1 projects, from Mobility activities, by clicking on the Participant reports tab. 
  • In ESC30-SOL - Solidarity Projects
you must access the Participants section in the project, then access the details of the participant. 
  • , from Participants, in the Participant reports section.
  • In
  • ESC51-VTJ - Volunteering Projects,
 you must access the Participations section in the project, then access the details of the participant. 
  • from Participations, in the Participant reports section.

The Participant Reports screen will display the list of all the participants who are supposed to submit a participant report, including the status of the report. From this screen it is possible to download submitted reports (individually or all at once). See How to download Participant reportsfor details. 

View the report status and downloadImage Added

Mobility activity/Participation/Participant details

In the Mobility Activity/Participation/Participant details screen for a participant, the Participant Report information is displayed in a dedicated section on screen. As the invitation e-mail is sent only on specific dates in relation to the mobility activity, you may find the Participant Report information empty. 

Info
titleInformation
typegeneric

For better view, you can collapse the other sections, by clicking on the section title or the arrow on the right. You may need to use the vertical scroll bar(s) in your browser to access all available information. 

When viewing the participant report information for a specific mobility activity/participant/participation, the following information will be available in the dedicated section on screen: 

  • Request ID - system generated unique ID
  • Status/Current status - the status of the report, e.g. Participant report request sent, Survey submitted
  • Time - the date and time of the various stages the participant report went through.

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Status
Status

Participant report statuses

Excerpt Include
Participant Report statuses
Participant Report statuses
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Participant reports submission rate

In the expanded header of your project, you

Click on the arrow (>) to expand the subsection and view the details. You may need to use the vertical scroll bar(s) in your browser to access all available information. 

Accessing Participant Reports in Beneficiary moduleImage Removed

As the invitation e-mail is sent only at specific dates in relation to the mobility activity, you may find the Participant Survey information empty. 

Participant Report is information emptyImage Removed

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Monitoring and statuses of Participant reports

Monitoring the Participant reports

It is possible to check the participant report information from the moment the initial invitation to complete the report was sent to the participant. Invitations are only sent for mobility activities, participations, or participants if they are in status Complete in the project. 

The following information will be available: 

  • Request ID - system generated unique ID
  • Status - Status of the report 
  • Log Date - Date and time the automatic invitation e-mail was sent, date and time the manual reminder is sent, date and time the report is first accessed in EU Survey, date and time the participant submits the report
  • Description of the Action

Any of the above information may be displayed multiple times, if more than one invitation to complete the report was sent. 

Monitoring and statuses of Participant reportsImage Removed

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Request NA Exclusion for Participant Reports in cases of Force majeureRequest NA Exclusion for Participant Reports in cases of Force majeure
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Note
titleTake note
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This information is not available in the header

in

of ESC30 and ESC51 projects. 

Participant reports submission rate displayed in the expanded header of the project details

The notification

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Notification e-mails

The notification e-mail sent to the participant will contain a add links to relevant wiki page using bullets to the survey link to the report, that never expires, as well as information on the mobility activity, such as the mobility type and information on the sending and receiving organisation informationorganisations

Here is an example of the e-mail invitation sent. This example is applicable for all Erasmus+ projects, except for Youth and Higher Education International projects.  See the page Notifications to project contacts for other e-mail examples.

Dear Participant,

You Dear Participant OneYou recently took part in an Erasmus+ project. Now it's time to tell us what you think by filling in your participant report that takes the form of a short online survey. Your feedback is very valuable to the European Commission, the National Agencies and individual organisations involved in the project, and will help improve the Erasmus+ programme for future generations!

You should submit the report any time in the next 30 days. Click here to start: https://ec.europa.eu/eusurvey/runner/EP-KA1-YOUTH-STAFF-2021_ACC/fefe356b-ed92-4bf2-a921-ad496f4b0c8f
You may save a temporary draft and use the same hyperlink to get back to it. Once completed, you should submit the report by clicking on the "Submit" button. Be aware that you will no longer be able to change it.

To help you fill in your report, please find below your main mobility activity details:
Mobility activity type: Professional development activities - Programme Countries
Planned dates of mobility activity: 25/08/2021 - 31/08/2021
Country of mobility activity: Poland
Sending organisation:
Name: TUM AVRUPA KADINLARI KULTUREL ISBIRLIGI VE DAYANISMA DERNEGI
City: Ankara
Country TûrkiyeTürkiye
Receiving organisation:
Name: Wolskie Centrum Kultury
City: Warszawa
Country Poland

Should you wish to report on any sensitive issue which you do not want to disclose in this report, you may want to contact the sending organisation or National Agency that has selected your project. In case any of the information presented above is not correct, please also contact your National Agency.
Contact details of Erasmus+ National Agencies can be found at http://ec.europa.eu/programmes/erasmus-plus/contact/national-agencies_en

Your personal data is protected. If you have questions regarding data protection, please have a look at: https://webgate.ec.europa.eu/erasmus-esc/index/privacy-statement

Many thanks for your time and for helping make the Erasmus+ programme better!
The Erasmus+ Programme Team
This is a system generated message from EU Survey. Please do not reply. If you encounter any difficulties in filling the report please contact your beneficiary organisation: TUM AVRUPA KADINLARI KULTUREL ISBIRLIGI VE DAYANISMA DERNEGI

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Reminders
Reminders


Automatic invitations and reminders

Automatic Reminders are sent only to those participants for whom the mobility activities are Complete in Beneficiary moduleif no if no report was received after the initial invitation was sent. 

ProgrammeParticipant profileReference DateInvitation sentReminder sent
Erasmus+ 






All KA1, except Higher EducationMobility Activity End DateOn the Reference Date15 calendar days after the Reference Date, if report not submitted

KA1 - Higher Education, KA131-HED

Mobility Activity End
Date or End
Date or End Date Virtual Component (whichever is later)On the Reference Date15 calendar days after the Reference Date, if report not submitted
European Solidarity Corps

ESC30 and ESC51

All Action and Activity Types

KA1 - Higher Education, KA171-HED (Activity Category: Staff, Student (except incoming, long-term))


Mobility Activity End Date
On the Reference Date14 calendar days after the Reference Date, if report not submitted

Not all participants in mobility activities will receive an invitation to complete a participant report.

For KA1 Youth mobility projects (KA151-YOU, KA152-YOU, KA153-YOU, KA154-YOU) the following rules apply:

  • For activity type Preparatory visits (OA-PREP-VIS) and for participants flagged as Accompanying Person, Trainer/Facilitator, Decision Maker no e-mail invitations are sent.
  • For activity types Youth Exchanges - Programme Countries (LM-EXCH-P) and Youth Exchanges - Partner Countries (LM-EXCH-T) invitations are sent only if the participant is flagged as a Group Leader.
  • or End Date Virtual Component, or Extension end date (whichever one is later)On the Reference Date15 calendar days after the Reference Date, if report not submitted.

    KA1 - Higher Education, KA171-HED (Activity Category: Student (incoming, long-term))


    Mobility Activity End Date or End Date Virtual Component, or Extension end date (whichever one is later)30 calendar days before the Reference Date25 calendar days before the Reference Date, if report not submitted.
    European Solidarity Corps

    ESC30-SOL and ESC51-SOL

    All Action and Activity Types

    Mobility Activity End DateOn the Reference Date14 calendar days after the Reference Date, if report not submitted


    Not all participants in mobility activities will receive an invitation to complete a participant report.

    For KA1 Youth mobility projects (KA151-YOU, KA152-YOU, KA153-YOU, KA154-YOU), the following rules apply:

    Activity typeParticipantEmail invitation sent?
    Preparatory visits (OA-PREP-VIS) Accompanying PersonNo
    Trainer/FacilitatorNo
    Decision MakerNo
    Youth Exchanges - Programme Countries (LM-EXCH-P)Group LeaderYes
    Youth Exchanges - Partner Countries (LM-EXCH-T)
     System development and outreach activities
    No
    For activity type System development and outreach activities no e-mail invitations are sent.


    For KA155-YOU projects:

    • Participants flagged as Accompanying Person will not receive the e-mail invitation.


    For School Education, Adult Education and Vocational Education and Training projects (KA121, KA122), the following rules apply:

    For activity types

    Activity typeParticipantEmail invitation sent?
    Invited experts (OA-INV-EXP)
    , Hosting
    Accompanying PersonNo
    Hosting teachers and educators in training (OA-HOS-TTT)
    ,
    Group mobility of school pupils (LM-GRP-PUPIL)
    ,
    Short-term learning mobility of pupils (LM-SHORT-PUPIL)
    ,
    Long-term learning mobility of pupils (LM-LONG-PUPILS)
    , and
    Group mobility of adult learners (LM-GRP-ADULT)
    and participants flagged as Accompanying Person no e-mail invitations are sent.
    For
    Group activities (LM-GRP-PUPIL and LM-GRP-ADULT)
    e-mail notifications and reminders are sent to participants flagged as

    Lead Accompanying Person
    .

    Yes (emails and reminders)


    For ESC30-SOL and ESC51-VTJ:

    •  Only participants that are flagged as Young participants receive the e-mail invitation. 

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    Sending manual reminders 

    Send a reminder for a single mobility activity/participant/participation

    It is possible to You can manually send reminders to participants to complete the survey from the project manuallyreport. The option to send a manual reminder reminders is only available after the automatic notification(s) were sent. 

    Open the mobility activity/participant/participation details  details in view mode or or edit mode, by clicking on the respective icons.

     See the page List functionality in projects for additional information on the list options.

    Open the mobility activity, participant or participation details, in view or edit modeImage Modified


    Access the Participant Survey report section. If necessary, click on the arrow > to view the details. 

    Check that the report has not yet been received and check the date and time of the last automatic invitation or reminder.

    Info
    titleInformation

    A manual reminder can be sent at the earliest 24 hours after the initial invitation or the last reminder was sent.

    Click on the Resend invitation button to send a reminder e-mail to the participant to complete the participant report in EU Survey. 

    Resent the invitation to submit the participant reportImage Modified

    Send

    reminder

    bulk reminders for mobility activity, participant or participation

    in bulk

    From the list List of Mobility mobility activities, for example, it is possible to send reminders for the Participant Report for multiple mobility activities at once, using the Bulk Actions button (1).

    Bulk Actions allow to resend reminders for the participant report to multiple participants at onceImage Modified


    After clicking on the Bulk Actions button, select (2) the mobility activities for which the reminder is to be sent, using the available tick boxes. Click on the now named Disable Bulk Actions button (3) and select the option to Resend participant report requests (3)

    A success message will display once the request is competedcompleted

    Select the participants and select the bulk action Resend participant report requestImage Modified



    Download

    of a single

    participant

    report

    reports

    Once a participant report is submitted by the participant in EU Survey, it can be downloaded.  Open themobility It is possible to download reports individually per participant as well as all reports received at once:

    • The download of a single report is possible from the mobility activity/participant/participation
     details in view mode or edit mode, by clicking on the respective icons.
    • details screen and the Participant reports screen
    • All submitted reports can be downloaded in a zip archive from the Participant reports screen. 

    See How to download Participant reports  for step-by-step instructions.

    Open the mobility activity, participant or participation details in view or edit modeImage Removed

    Access the Participant Survey subsection. If necessary, click on the arrow > to view the details.

    Check if the status of the participant report is Submitted.

    The Download report button will be active. Click on it to download the report as a PDF file. 

    Download the submitted participant reportImage Modified


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    Anchor
    Examples
    Examples

    Participant Report Templates

    Here are the available templates of Participant Reports participant reports as PDF files to be completed in EU Survey by the participants. For the Report On Recognition templates, please consult page Manage Report On Recognitionsee the page Manage Report On Recognition.


    Deck of Cards
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    Deck of Cards
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    labelCall year 2021
    Section
    Column
    width85%

    Key Action

    Action Type

    Activity Type

    Participant Report Example

    KA121

    KA122

    KA121-VET, KA121-SCH, KA121-ADU, KA122-VET, KA122-SCH, KA122-ADU

    Learning Mobility of Individuals – School education, Adult education and Vocational education and training

    KA121

    KA122

    KA121-SCH, KA121-ADU, KA122-SCH, KA122-ADU

    Learning Activity of Groups – School education and Adult education

    KA131KA131-HED

    Learning Mobility of Individuals – Student mobility for studies in higher education

    Learning Mobility of Individuals – Student mobility for traineeships in higher education
    Learning Mobility of Individuals – Staff mobility for teaching and training activities

    KA151

    KA152

    KA151-YOU, KA152-YOULearning Mobility of Individuals – Mobility of young people

    KA151

    KA153

    KA151-YOU, KA153-YOULearning Mobility of Individuals – Mobility of youth workers
    KA154KA154-YOULearning Mobility of Individuals – Youth participation activities
    ESC30ESC30-SOLSolidarity Projects
    ESC51ESC51-VTJVolunteering
    Card
    labelCall year 20212022
    Section
    Column
    width85%
    ESC51ESC51VTJ

    Key Action

    Action Type

    Activity Type

    Participant Report Example

    KA121

    KA122

    KA121-VET, KA121-SCH, KA121-ADU, KA122-VET, KA122-SCH, KA122-ADU

    Learning Mobility of Individuals – School education, Adult education and Vocational education and training

    KA121

    KA122

    KA121-SCH, KA121-ADU, KA122-SCH, KA122-ADU

    Learning Activity of Groups – School education and Adult education

    KA131

    KA131-HED

    Learning Mobility of Individuals – Student mobility for studies in higher education

    Learning Mobility of Individuals – Student mobility for traineeships in higher education
    Learning Mobility of Individuals – Staff mobility for teaching and training activities

    KA151

    KA152

    KA151-YOU, KA152-YOULearning Mobility of Individuals – Mobility of young people

    KA151

    KA153

    KA151-YOU, KA153-YOULearning Mobility of Individuals – Mobility of youth workers
    KA154KA154-YOULearning Mobility of Individuals – Youth participation activities
    ESC30KA155ESC30KA155-SOLYOUSolidarity ProjectsDiscoverEU Inclusion
    KA171


    KA171-HEDStaff mobility for teaching and training activities between programme and partner countriesVolunteering
    Card
    labelCall year 2022

    Student mobility for studies between programme and partner countries
    Student mobility for traineeships between programme and partner countries
    Section
    Column
    width85%
    Learning Mobility of Individuals – School education, Adult education and Vocational education and trainingSCHADUVETEP-KA1-SCH-ADU-Group-KA131KA131HEDEP-KA1-HE-Studies-

    Key Action

    Action Type

    Activity Type

    Participant Report Example

    KA121

    KA122

    KA121-VET, KA121-SCH, KA121-ADU, KA122-VET, KA122-SCH, KA122-ADU
    KA121ESC30

    KA122

    KA121-SCH, KA121-ADU, KA122-SCH, KA122-ADU

    Learning Activity of Groups – School education and Adult education

    ESC30-SOLSolidarity Projects
    ESC51ESC51-VTJVolunteering

    Learning Mobility of Individuals – Student mobility for studies in higher education

    Card
    labelCall year 2023
    Section
    Column
    width85%
    HETraineeship202213HEStaff202213 mobility for traineeships between programme and partner countries

    Key Action

    Action Type

    Activity Type

    Participant Report Example

    KA121

    KA122

    KA121-VET, KA121-SCH, KA121-ADU, KA122-VET, KA122-SCH, KA122-ADU

    Learning Mobility of Individuals – School education, Adult education and Vocational education and training

    Learning Mobility of Individuals – Student mobility for traineeships in higher education

    KA121

    KA122

    KA121-SCH, KA121-ADU, KA122-SCH, KA122-ADU

    Learning Activity of Groups – School education and Adult education

    Learning Mobility of Individuals – Staff mobility for teaching and training activities

    KA151

    KA152

    KA151-YOU, KA152-YOULearning Mobility of Individuals – Mobility of young people

    KA151

    KA153

    KA151-YOU, KA153-YOULearning Mobility of Individuals – Mobility of youth workers
    KA154KA154-YOULearning Mobility of Individuals – Youth participation activities
    KA155KA155-YOUDiscoverEU Inclusion
    KA171


    KA171-HEDStaff mobility for teaching and training activities between programme and partner countries
    Student mobility for studies between programme and partner countries
    Student mobility for traineeships between programme and partner countries
    KA182KA182-SPOMobility of Sport Coaches and Staff 
    ESC30ESC30-SOLSolidarity Projects
    ESC51ESC51-VTJVolunteering
    Card
    labelCall year 20232024
    Section
    Column
    width85%

    Key Action

    Action Type

    Activity Type

    Participant Report Example

    KA121

    KA122

    KA121-VET, KA121-SCH, KA121-ADU, KA122-VET, KA122-SCH, KA122-ADU

    Learning Mobility of Individuals – School education, Adult education and Vocational education and training

    2023
    02

    KA121

    KA122

    KA121-SCH, KA121-ADU, KA122-SCH, KA122-ADU

    Learning Activity of Groups – School education and Adult education

    2023
    02

    KA151

    KA152

    KA151-YOU, KA152-YOULearning Mobility of Individuals – Mobility of young people
    2023
    14
    02

    KA151

    KA153

    KA151-YOU, KA153-YOULearning Mobility of Individuals – Mobility of youth workers
    2023
    14
    02
    KA154KA154-YOULearning Mobility of Individuals – Youth participation activities
    2023
    14
    02
    KA155KA155-YOUDiscoverEU Inclusion
    KA171


    KA171-HEDStaff mobility for teaching and training activities between programme and partner countries
    -Int
    2023
    14
    02
    Student mobility for studies between programme and partner countries
    Int-
    2023
    14
    02
    Student mobility for traineeships between programme and partner countries
    -Int
    2023
    14
    02
    KA182KA182-SPOMobility of Sport Coaches and Staff 
    2023
    14
    02
    ESC30ESC30-SOLSolidarity Projects
    2023
    24
    05
    2023
    ESC51ESC51-VTJVolunteering
    2023
    14
    02

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