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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.
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What are ParticipantReportsreports?
See thetheParticipant Report Templates atat 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 projectParticipant Reports screenAn overview of the participant report information in a project Forcan be viewed from the Participant Reports screen, accessible as follows:
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. Mobility activity/Participation/Participant detailsIn 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 For ESC30-SOL - Solidarity Projects you must access the Participants section in the project, then access the details of the participant. For ESC51-VTJ - Volunteering Projects, you must access the Participations section in the project, then access the details of the participant. 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. As the invitation e-mail is sent only at specific dates in relation to the mobility activity, you may find the Participant report Report information empty.
Monitoring and statuses of Participant reportsMonitoring the Participant reportsIt 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.
When viewing the participant report information for a specific mobility activity/participant/participation, tThe following information will be available in the dedicated section on screen:
Any of the above information may be displayed multiple times, if more than one invitation to complete the report was sent. Anchor | | Status | Status | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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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.
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This information is not available in the header of ESC30 and ESC51 projects. |
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The notification e-mail sent to the participant will contain a 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 organisations.
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 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-
Our example shows the status as Requested, meaning the e-mail invitation was sent to the mobility activity.
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.
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 information is not available in the header in ESC30 and ESC51 projects.
The notification e-mail sent to the participant will contain a add links to relevant wiki page using bullets to the survey that never expires as well as information on the mobility activity, such as mobility type and sending and receiving organisation information.
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.
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 PolandShould 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_enYour 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
Anchor Reminders Reminders
Automatic Reminders are sent only to those participants for whom the mobility activities are Complete in Beneficiary module, if no if no report was received after the initial invitation was sent.
Programme | Participant profile | Reference Date | Invitation sent | Reminder sent |
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Erasmus+ | All KA1, except Higher Education | Mobility Activity End Date | On the Reference Date | 15 calendar days after the Reference Date, if report not submitted |
KA1 - Higher Education, KA131-HED | Mobility Activity End |
Date or End Date Virtual Component (whichever is later) | On the Reference Date | 15 calendar days after the Reference Date, if report not submitted |
KA1 - Higher Education, KA171-HED (Activity Category: Staff, Student (except incoming, long-term)) | Mobility Activity End Date or End Date Virtual Component, or Extension end date (whichever one is later) |
On the Reference Date | 15 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 Date | 25 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 Date | On the Reference Date | 14 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 typeActivity type | Participant | Email invitation sent? |
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Preparatory visits (OA-PREP-VIS) |
Accompanying Person |
No | |
Trainer/Facilitator |
No | |
Decision Maker |
No | |
Youth Exchanges - Programme Countries (LM-EXCH-P) |
Group Leader | Yes | |
Youth Exchanges - Partner Countries (LM-EXCH-T) |
System development and outreach activities | No |
For KA155-YOU projects:
For School Education, Adult Education and Vocational Education and Training projects (KA121, KA122), the following rules apply:
For activity typesActivity type | Participant | Email invitation sent? |
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Invited experts (OA-INV-EXP) |
Accompanying Person | No | |
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) |
Group mobility of adult learners (LM-GRP-ADULT) |
Group activities (LM-GRP-PUPIL and LM-GRP-ADULT) |
Lead Accompanying Person |
Yes (emails and reminders) |
For ESC30-SOL and ESC51-VTJ:
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It is possible to You can manually send reminders to participants to complete the survey from the project manually. report. 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.
Access the Participant Report 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.
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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.
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).
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 competed.
Once a participant report is submitted by the participant in EU Survey, it can be downloaded.
Open themobility activity/participant/participation details in view mode or edit mode, by clicking on the respective icons.display once the request is completed.
Once a participant report is submitted by the participant in EU Survey, it can be downloaded. It is possible to download reports individually per participant as well as all reports received at once:
See How to download Participant reports for step-by-step instructions.
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Here are the available templates of participant reports as PDF files to be completed in EU Survey by the participants. For the Report On Recognition templates, see the page Manage Report On Recognition.
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Access the Participant Report 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.
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Here are the available templates of Participant Reports to be completed in EU Survey by the participants. For the Report On Recognition templates, please consult page Manage Report On Recognition.
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