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	Illustrations provided for consultation only...
	Illustrations provided for consultation only...

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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title	Relevant 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

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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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 can save the report participant can save the survey as draft 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

title	Information

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 participant report information in a project

For

can be viewed from the Participant Reports screen, accessible as follows:

In Erasmus+ KA1 projects,

participant report information is available

from

the Mobility activities section of your project, and then accessing the mobility activity details

Mobility activities, by clicking on the Participant reports tab.
In ESC30-SOL - Solidarity Projects, from Participants, in the Participant

report

reports section.

In KA121 and KA122 ADU or SCH projects with group activities, the Participant report section will be available in the Group Activity details.

In ESC51-VTJ - Volunteering Projects, 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.

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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

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.

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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. Image 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.

title	Information
type	generic

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, tThe following information will be available in the dedicated section on screen:

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.

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Status

Note

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	Status
	Status

Participant report statuses

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	Participant Report statuses
	Participant Report statuses
nopanel	true

Request NA Exclusion for Participant Reports in cases of Force majeureRequest NA Exclusion for Participant Reports in cases of Force majeurenopaneltrue

Our example shows the status as Requested, meaning the e-mail invitation was sent to the mobility activity.

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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 project

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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.

Note

title	Take note
type	warning

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 link to the survey 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 One,
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-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 module, if no if no report was received after the initial invitation was sent.

Programme	Participant profile	Reference Date	Invitation sent	Reminder sent
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 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

days after the Reference Date,

if

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

Activity type	Participant	Email invitation sent?
Preparatory visits (OA-PREP-VIS)

and for participants flagged as

Accompanying Person

,

	No
Trainer/Facilitator

,

	No
Decision Maker

no e-mail invitations are sent.For activity types

	No
Youth Exchanges - Programme Countries (LM-EXCH-P)

and

	Group Leader	Yes
Youth Exchanges - Partner Countries (LM-

EXCH-T) invitations are sent only if the participant is flagged as a Group Leader.

EXCH-T)

System

For activity type System

development and outreach activities

no e-mail invitations are sent.

No

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 type	Participant	Email invitation sent?
Invited experts (OA-INV-EXP)

, Hosting

	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)

, and

Group mobility of adult learners (LM-GRP

-ADULT) and participants flagged as Accompanying Person no e-mail invitations are sent.For

-ADULT)

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 mode Image Modified

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.

Info

title	Information

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 report Image 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).
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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.
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Download

of a single

participant

report

reports

Once a participant report is submitted by the participant in EU Survey, it can be downloaded. Open 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.

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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.

Download the submitted participant report Image Modified

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	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 see the page Manage Report On Recognition.

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id	D1

Card

label	Call year 2021

Section

Column

width	85%

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	EP-KA1-SCH-ADU-VET-2021_09_02_2024_EN_draft.pdf
KA121 KA122	KA121-SCH, KA121-ADU, KA122-SCH, KA122-ADU	Learning Activity of Groups – School education and Adult education	EP-KA1-SCH-ADU-Group-2021_09_02_2024_EN_draft.pdf
KA131	KA131-HED	Learning Mobility of Individuals – Student mobility for studies in higher education	EP-KA1-HE-Studies-2021_09_02_2024_EN_draft.pdf
		Learning Mobility of Individuals – Student mobility for traineeships in higher education	EP-KA1-HE-Traineeship-2021_09_02_2024_EN_draft.pdf
		Learning Mobility of Individuals – Staff mobility for teaching and training activities	EP-KA1-HE-Staff-2021_09_02_2024_EN_draft.pdf
KA151 KA152	KA151-YOU, KA152-YOU	Learning Mobility of Individuals – Mobility of young people	EP-KA1-Youth-2021_09_02_2024_EN_draft.pdf
KA151 KA153	KA151-YOU, KA153-YOU	Learning Mobility of Individuals – Mobility of youth workers	EP-KA1-Youth-Staff-2021_09_02_2024_EN_draft.pdf
KA154	KA154-YOU	Learning Mobility of Individuals – Youth participation activities	EP-KA1-Youth-Participation-2021_09_02_2024_EN_draft.pdf
ESC30	ESC30-SOL	Solidarity Projects	ESC-Solidarity-2021_09_02_2024_EN_draft.pdf
ESC51	ESC51-VTJ	Volunteering	ESC-Volunteering-2021_09_02_2024_EN_draft.pdf

Card

label	Call year 2022

Section

Column

width	85%

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	EP-KA1-SCH-ADU-VET-2022_13_02_2024_EN_draft.pdf
KA121 KA122	KA121-SCH, KA121-ADU, KA122-SCH, KA122-ADU	Learning Activity of Groups – School education and Adult education	EP-KA1-SCH-ADU-Group-2022_13_02_2024_EN_draft.pdf
KA131	KA131-HED	Learning Mobility of Individuals – Student mobility for studies in higher education	EP-KA1-HE-Studies-2022_13_02_2024_EN_draft.pdf
		Learning Mobility of Individuals – Student mobility for traineeships in higher education	EP-KA1-HE-Traineeship-2022_13_02_2024_EN_draft.pdf
		Learning Mobility of Individuals – Staff mobility for teaching and training activities	EP-KA1-HE-Staff-2022_13_02_2024_EN_draft.pdf
KA151 KA152	KA151-YOU, KA152-YOU	Learning Mobility of Individuals – Mobility of young people	EP-KA1-Youth-2022_13_02_2024_EN_draft.pdf
KA151 KA153	KA151-YOU, KA153-YOU	Learning Mobility of Individuals – Mobility of youth workers	EP-KA1-Youth-Staff-2022_13_02_2024_EN_draft.pdf
KA154	KA154-YOU	Learning Mobility of Individuals – Youth participation activities	EP-KA1-Youth-Participation-2022_13_02_2024_EN_draft.pdf
KA155	KA155-YOU	DiscoverEU Inclusion	EP-KA1-Youth-DiscoverEU-2022_13_02_2024_EN_draft.pdf
KA171	KA171-HED	Staff mobility for teaching and training activities between programme and partner countries	EP-KA1-HE-Int-Staff-2022_13_02_2024_EN_draft.pdf
		Student mobility for studies between programme and partner countries	EP-KA1-HE-Int-Studies-2022_13_02_2024_EN_draft.pdf
		Student mobility for traineeships between programme and partner countries	EP-KA1-HE-Int-Traineeship-2022_13_02_2024_EN_draft.pdf
ESC30	ESC30-SOL	Solidarity Projects	ESC-Solidarity-2022_13_02_2024_EN_draft.pdf
ESC51	ESC51-VTJ	Volunteering	ESC-Volunteering-2022_13_02_2024_EN_draft.pdf

Card

label	Call year 2023

Section

Column

width	85%

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	EP-KA1-SCH-ADU-VET-2023_14_02_2024_EN_draft.pdf
KA121 KA122	KA121-SCH, KA121-ADU, KA122-SCH, KA122-ADU	Learning Activity of Groups – School education and Adult education	EP-KA1-SCH-ADU-Group-2023_14_02_2024_EN_draft.pdf
KA151 KA152	KA151-YOU, KA152-YOU	Learning Mobility of Individuals – Mobility of young people	EP-KA1-Youth-2023_14_02_2024_EN_draft.pdf
KA151 KA153	KA151-YOU, KA153-YOU	Learning Mobility of Individuals – Mobility of youth workers	EP-KA1-Youth-Staff-2023_14_02_2024_EN_draft.pdf
KA154	KA154-YOU	Learning Mobility of Individuals – Youth participation activities	EP-KA1-Youth-Participation-2023_14_02_2024_EN_draft.pdf
KA155	KA155-YOU	DiscoverEU Inclusion	EP-KA1-Youth-DiscoverEU-2023_14_02_2024_EN_draft.pdf
KA171	KA171-HED	Staff mobility for teaching and training activities between programme and partner countries	EP-KA1-HE-Int-Staff-2023_14_02_2024_EN_draft.pdf
		Student mobility for studies between programme and partner countries	EP-KA1-HE-Int-Studies-2023_14_02_2024_EN_draft.pdf
		Student mobility for traineeships between programme and partner countries	EP-KA1-HE-Int-Traineeship-2023_14_02_2024_EN_draft.pdf
KA182	KA182-SPO	Mobility of Sport Coaches and Staff	EP-KA1-Sport-2023_14_02_2024_EN_draft.pdf
ESC30	ESC30-SOL	Solidarity Projects	ESC-Solidarity-2023_24_05_2023_EN_draft.pdf
ESC51	ESC51-VTJ	Volunteering	ESC-Volunteering-2023_14_02_2024_EN_draft.pdf

Card

label	Call year 20232024

Section

Column

width	85%

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

EP-KA1-SCH-ADU-VET-2024_14_03_2024_EN_draft.pdf

KA121

KA122

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

Learning Activity of Groups – School education and Adult education

EP-KA1-SCH-ADU-VET-Group-2024_14_03_2024_EN_draft.pdf

KA151

KA152

KA151-YOU, KA152-YOU

Learning Mobility of Individuals – Mobility of young

people

people	EP-KA1-Youth-2024_18_03_2024_EN_draft.pdf
KA151 KA153	KA151-YOU, KA153-YOU	Learning Mobility of Individuals – Mobility of youth workers	EP-KA1-Youth-Staff-2024_18_03_2024_EN_draft.pdf
KA154	KA154-YOU	Learning Mobility of Individuals – Youth participation activities	EP-KA1-Youth-Participation-2024_18_03_2024_EN_draft.pdf
KA155	KA155-YOU	DiscoverEU Inclusion

DiscoverEU Inclusion

EP-KA1-Youth-DiscoverEU-2023_14_02_2024_EN_draft.pdf
KA171	KA171-HED	Staff mobility for teaching and training activities between programme and partner countries	EP-KA1-HE-Staff-2024_06_03_2024_EN_draft.pdf
		Student mobility for studies between programme and partner countries	EP-KA1-HE-Studies-2024_06_03_2024_EN_draft.pdf
		Student mobility for traineeships between programme and

partner countries

partner countries	EP-KA1-HE-Traineeship-2024_06_03_2024_EN_draft.pdf
KA182	KA182-SPO	Mobility of Sport Coaches and Staff	EP-KA1-Sport-2024_05_04_2024_EN_draft.pdf
ESC30	ESC30-SOL	Solidarity Projects	ESC-Solidarity-2024_13_03_2024_EN_draft.pdf
ESC51	ESC51-VTJ	Volunteering	ESC-Volunteering-2024_13_03_2024_EN_draft.pdf

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Versions Compared

Old Version 40

New Version Current

Key

Participant report statuses in Beneficiary module

What are Participant

reports?

Accessing participant report information in a project

Participant Reports screen

Mobility activity/Participation/Participant details

Monitoring and statuses of Participant reports

Monitoring the Participant reports

Participant report statuses

Participant reports submission rate

Notification e-mails

Automatic invitations and reminders

Sending manual reminders

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

Send

bulk reminders for mobility activity, participant or participation

Download

participant

reports

Participant Report Templates