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. 

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.

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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.
  • Additional sections may become available, based on the input provided. 
  • You can expand and collapse each section for easier navigation, by clicking on the section title, or the downward arrow (>) on the right side of each section. 
  • You may have to use the scrollbars in your browser to access all the 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 Back 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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Mandatory fields in the participation screen are marked with a red asterisk (*). If not filled in, the message Value missing is displayed below these fields, and it will disappear when the mandatory field is filled in. 

Incorrectly entered information in the form will be highlighted on screen, and specific warning messages display. Such errors must be corrected. 

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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 the example below.

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

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If the Host organisation for the associated activity does not have the required quality label role, an error message displays. 

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Fill in the "Participant" section

Certain details are already prefilled in the Participant section, as they were provided in the first step of creating the participation, such as the PRN (if applicable), Participant's first Name, Participant's 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 and the From/to dates of the offered activity.
• Country of residence - the country where the participant resides, taken from the participant's data.

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

• Supporting organisation legal name - the organisation supporting the participant; a drop-down list with Participating organisations of the project
  • This field is mandatory for participants of type Young person in Individual Volunteering (cross-border) activities. The supporting organisation must be from the country of the participant.
  • The selected organisation must hold a valid Accreditation/Quality Label with the role Sending or Coordinating/Supporting role at the start date of the activity.
  • For Volunteering Teams, the Supporting organisation is not mandatory
• Participant's country of origin - drop-down list; if a Supporting organisation is selected, the field is pre-populated, but it is editable
• Participant's city of origin - if a supporting organisation is selected, then this field is pre-populated with the respective city, but it is editable

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"Participant with fewer opportunities" flag

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.

"Incoming international participant (under special conditions)" flag

"Force majeure" flag

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

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Check the "Participant Report" section 

Fill in the "Linguistic support" section, if applicable

The Linguistic 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 fill in the following fields:

• Main language used during activity - drop-down list; select the main language that the individual participant will use for work/volunteering purposes, during the activity 
• Other languages used during activity - drop-down list; to select additional languages used in day-to-day situations that are not necessarily linked to the activity itself
  • the maximum number of languages is three
  • once selected, they display in a blue pill above the field
• Linguistic support - drop-down list; select between No support (native Speaker or exception), Online Linguistic Support Course License, or Linguistic Support Grant
• Comments on the absence of linguistic support - the field is displayed and it becomes 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 Linguistic support grant is displayed if Linguistic Support Grant was selected. It is automatically calculated and it cannot be changed. In cases of Force majeure, the Linguistic support grant will be set to 0 EUR.

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Fill in the "Travel" section

Certain fields are prefilled in the Travel section and cannot be changed. The Distance band and Main means of Transport must be selected from the available drop-down lists. In the field Real distance in kilometers, the real distance must be filled in, and the value provided must be within the range selected for the Distance band.

In addition:

• 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 grant not requested - tick this box to indicate that the travel support is not required; 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 grant not requested is checked, the value is set to zero

  • it can be manually changed in cases of Force majeure

A variety of flags are available and can be used to, for example, indicate the participation as Travel grant not requested or to Request exceptional cost for expensive travel.

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Distance band and Main means of transport

"Sustainable means of transport" flag 

"Travel grant not requested" flag

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"Request exceptional cost for expensive travel" flag

When you select the Request exceptional cost for expensive travel flag, a popup window displays, informing you of the rules for these specific costs. Click on OK to continue. 

Image RemovedImage AddedYou can then type the Real travel cost in the relevant field and must also fill in the additional field Exceptional cost for expensive travel description and justification.

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Fill in the "Duration" section

In the Project duration section, you must provide the following information for the participation: 

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

The following fields will be prefilled and cannot be changed: 

• Duration after interruption (days) - available only if Interruption duration (days) is higher than 0; it is filled with the calculated duration in days, considering the duration of such interruption 
  • The minimum duration will no longer apply in case of Force Majeure.
• Duration (days) - it is prefilled with the calculated duration, as per the Start and End date. 
• Funded duration (days) - it is 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 they cannot be changed manually. The Inclusion support for organisation becomes editable if the participation is flagged a Force majeure. 

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"Request exceptional cost for inclusion support" flag

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 costs field, then provide a justification in the Exceptional cost description and justification field.

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Check the "Total" section 

The Total grant is displayed at the bottom of the participation screen. It is calculated automatically, as the sum of all relevant costs calculated after the participation sections above are filled in. 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 the participants' departure. 

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"Save" the participation

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

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Participation status "Complete"

Once all the 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 in the list of Participations, by a Yes in the Complete column. The total grant from the participation is considered in the Reported budget of the project. See Budget in projects (ESC51-VTJ) for details.

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