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Table of Contents

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

This page explains how to add, modify and delete mobility activities in KA1 youth projects. We are using a KA152 call 2022 project as an example.

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	Mobility Activities in projects
	Mobility Activities in projects
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You must add activities in the Activities section first, in order to be able to associate the mobility activity to the relevant activity. See Activities in KA1 Youth mobility projects for details.

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	Root Ukraine BM
	Root Ukraine BM

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	Root BM Compliance with the EU General Data Protection Regulation for mobilities
	Root BM Compliance with the EU General Data Protection Regulation for mobilities

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Steps

Numbered Headings

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Access "Mobility Activities" in the Content menu

In your project, click on Mobility Activities in the Content menu.

The Mobility activities screen is displayed. All the mobility activities that you add will be shown here. Initially the list is empty.

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	List functionality in projects
	List functionality in projects
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	Root BM List functionality
	Root BM List functionality

In addition, you have the option to copy an existing mobility activity using the Duplicate (4) functionality. See Duplicate a Mobility activity for details.

Access Mobility Activities Image Removed

"Provide access to OLS" button in Mobility activities list (Call 2022)

In KA151, KA152, KA153,and KA154 projects, in the list of individual mobility activities, the button Provide access to OLS is available. The button displays if the logged in user is a contact of the beneficiary or participating organisation with edit access in the project, and is flagged as

functionality

In addition, you have the option to copy an existing mobility activity using the Duplicate (4) functionality. See Duplicate a Mobility activity for details.

Access Mobility Activities Image Added

OLS Administrator within the project. It allows you to provide access to OLS in the EU Academy for multiple mobility activities at once. See the page Provide access to OLS for details.

"Create" the Draft mobility activity

Click on "Create" and fill in the details

Click on the Create button in the mobility list screen.

Click on the Create button in the mobility list screen

Fill in the mandatory fields to create the draft mobility

The Create a Draft Mobility activity screen opens. This is the first of two parts of the form and requires you to provide basic information on the mobility activity, including the participant's name. All fields are mandatory, which is indicated by a red asterisk ( * ).

Note the following:

The mobility activity status at this point is DRAFT and is shown in orange at the top right corner of the screen.
M obility activity ID -
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Mobility Activity ID
Mobility Activity ID
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The Activity Type drop-down values differ according to the action type of your project. See Activity Types in projects for additional information.
Note: Once you start filling in the mobility activity details, it is still possible to change the activity type but you may lose certain activity-specific information.
Please ensure you provide the correct participant email address, as the notifications to fill in the participant report will be sent to this address.
The mobility activity Start date and End date must be within the project dates and the mobility activity duration must comply with the rules for the associated activity type. Once you fill in the dates, the mobility activity duration is highlighted by an orange timeline within the project duration, which is indicated by a blue timeline.
Update the Receiving country, if required, and provide the Main instruction language, using the available drop-down list.
Click on the Save button to save the mobility activity as draft or click on the Back button to return to the list of mobility activities. The mobility activity will not be saved as a draft.

In order to complete the draft mobility activity registration you must fill in all the mandatory fields, marked with a red asterisk ( * ). After saving the draft mobility details, the mobility activity can be completed at a later stage.

Create a draft mobility screen

Click "Save"

Click the Save button at the bottom of the Create draft mobility activity screen to save the basic details.

Click on Save to save the draft mobility activity

Draft mobility activity created

Once saved, the draft mobility activity is created and you are redirected to the mobility activity details screen, where you can now provide all required details to complete the mobility activity. See below for the next steps.

If you do not want to complete the mobility activity at this time, click on the Back button at the bottom of the screen to return to the list of mobility activities.

Draft mobility activity created

The mobility activity just added is displayed in the list of List of mobility activities,in status Draft.

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Complete ("Edit") the mobility activity

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Save your changes regularly when completing a mobility activity.

Click "Edit" in the mobility activities list

In the list of mobility activities, click the Edit icon next to the one you want to complete. The mobility activity screen will open in edit mode, and you can fill in the remaining information.

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Mobility activity screen - general functionality

Sections and mandatory fields

The mobility activity screen consists of several sections. You can expand and collapse each section for easier navigation, by clicking on the section title or the arrow (>) on the right side of each section.

The available sections depend on the activity type for the mobility activity and action type of your project. By default, all sections are expanded when accessing the screen.

Mandatory fields to complete within the form are marked with a red asterisk ( * ) and display Value missing.

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title	Click here to view the available sections in a mobility activity linked to a preparatory visit.

Here are the available sections in a mobility activity linked to a preparatory visit in a KA152 call 2022 project.

Sections in a mobility activity linked to a preparatory visit

The "Save" and "Back" buttons

The Save and Back buttons are located in the bottom right corner of the screen. Click the Save button regularly to save the information as you fill in the form. Click on the Back button to return to the list of mobility activities.

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Save your changes regularly when completing a mobility activity.

Fill in the "Activity" section

Click on the Activity drop-down box and select an activity from the ones you had recorded in the Activities section of your project. The Country of destination field and the Is this activity itinerant? checkbox will be filled in automatically, in accordance with the details you had provided for the selected activity.

In our example, we have selected a Youth participation mobility activity, which we had previously defined in the Activities part of the project as itinerant.

Fill in the "Mobility Activity" section

In the Mobility Activity section you can change the Mobility activity ID and/or can, for example, flag the mobility activity as Force majeure.

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	Mobility Activity ID
	Mobility Activity ID
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The available flags depend on the Activity Type. The Participant flag is checked by default, but it can be changed to a different value such as Accompanying person, if applicable.

Here is an example of the Mobility Activity section in a KA152, call 2022, project for Activity type Youth exchanges - Member States and associated countries. In this case, the field Participant Group is additionally available and must be completed.

"Accompanying Person" flag

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	Accompanying person
	Accompanying person
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"Blended mobility activity" flag

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	Blended mobility activity
	Blended mobility activity
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	FM

"Force majeure" flag

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	Force majeure
	Force majeure
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The current implementation does not include any specific conditions related to Covid-19 as a force majeure situation.

In addition, if the force majeure flag is set, certain duration and grant fields are affected as follows:

Duration Calculated (days): The business rule checking the minimum and maximum duration will no longer apply in case of Force Majeure.
Duration of the Mobility activity Period (days): The business rule checking the minimum duration will no longer apply in case of Force Majeure.
Travel Support Grant: The field becomes editable. If any values were already present they are preserved.
Individual Support: The field(s) becomes editable. If any values were already present they are preserved.
Organisational Support: The field becomes editable. If any values were already present they are preserved.
Inclusion support for organisation: The field becomes editable. If any values were already present they are preserved.
Participant report: Participant reports are not required for mobilities flagged as force majeure and having a duration of 1 day (i.e. cancelled mobility activities, for which the start and end date are the same).

Fill in the "Participant" section

The information required in the Participant section varies per action and activity type. Some details are already filled in as they were provided in the first step of creating the mobility activity.

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	Participant ID
	Participant ID
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Root BM Compliance with the EU General Data Protection Regulation for mobilities
Root BM Compliance with the EU General Data Protection Regulation for mobilities
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Here is the participant section in a KA152, call 2022, project for Activity type Youth exchanges - Member States and associated countries.
Participant Flags
The Participant section includes a variety of flags that can indicate the participant's role in the mobility activity.
The available flags vary, depending on the action type and activity type. They may affect other fields in the participant and budget sections, as well as require additional data to be provided at project level.
"Online language support (OLS)" flag
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OLS
OLS
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This flag is not available for participants involved in preparatory visits nor for participants flagged as Group Leader, Accompanying Person, Trainer/Facilitator or Decision Maker.
See the page Provide access to OLS for details.
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"Incoming international participant (under special conditions)" flag
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Incoming international participant (under special conditions)
Incoming international participant (under special conditions)
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Complete the "Inclusion Support" section, if applicable
"Participant with fewer opportunities" flag
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Participant with fewer opportunities
Participant with fewer opportunities
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A participant flagged as having fewer opportunities cannot be an accompanying person, group leader, trainer/facilitator or a decision maker, etc. For each participant with fewer opportunities you must fill in the Fewer Opportunities section of your project.
Inclusion support for participants
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Inclusion support for participants
Inclusion support for participants
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Once the Participant with fewer opportunities flag is checked, the related fields become available in the Inclusion support section. Where required, provide the requested Inclusion support for participants in EUR in the respective field. The Inclusion support for organisations is pre-filled and read-only, except in cases of Force majeure.
You must not provide aDescription and justification for inclusion support for participants, the field is not available in KA1 Youth projects.
"Inclusion support for organisation not requested" flag
The Inclusion support for organisations is pre-filled and read-only, except in cases of Force majeure.
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Inclusion support for organisation not requested flag
Inclusion support for organisation not requested flag
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"Participant survey" section (conditionally available)
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In KA1 Youth projects the Participant survey section is not available for activity type Preparatory visits and for participants flagged as Accompanying Person, Trainer/Facilitator or Decision Maker.
For activity types Youth exchanges - Member States and associated countries and Youth exchanges - third countries not associated the Participant survey section is available only for participants flagged as a Group Leader.
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Participant Report
Participant Report
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Initially, upon creation of a mobility activity, no information is available in this section.
Add "Recognition Certificates", if needed
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Recognition Certificates
Recognition Certificates
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Fill in the "From-To" section
The details to provide in this section vary, depending on whether the selected activity is itinerant or not and the activity type of the linked activity. The Individual support budget item is also affected by the itinerant nature of the activity.
Non-Itinerant activity
Select the Sending (1) and Receiving Organisation (2) from the respective drop-down lists . The Sending Country , Sending City, Receiving Country and Receiving City are automatically filled in based on your selection, but they can be changed.
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If the organisation you want to select as sending or receiving organisation is not available for selection, it must be added to the project from the Organisations section.
You also must select a Distance band and Main means of transport (3), using the available drop-down list. The selected Distance band will automatically update the budget values with the correct travel grant for the activity type and distance band in the Budget section.
Type the Real Distance in KM (3) between the sending and the receiving cities. The Real Distance in KM provided must be within the selected Distance band. This information will be used purely for statistical purposes to determine the carbon footprint of the activity. If the Main means of transport is considered sustainable, the Sustainable means of transport flag will be set.
The field Duration (in days) (4) is prefilled with the calculated duration as per start and end date provided upon creation of the draft mobility activity and can be updated, if required. The field Individual support (5) is calculated and updated automatically as per the duration provided. It is read-only, with the exception in the case of Force majeure.
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DistanceBand
DistanceBand
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title Click here to expand for information regarding the Distance bands and Main means of transport.
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Distance band and Main means of transport
Distance band and Main means of transport
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Sustainable
Sustainable
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title Click here to expand for additional information regarding the Sustainable means of transport flag.
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Sustainable means of transport (green travel)
Sustainable means of transport (green travel)
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Itinerant activity
If you had flagged the main activity as being itinerant, you have to fill in the travel details for each itinerary in the mobility activity, i.e. the distance between the place of departure and the destination. In this case, you can add up to 10 organisations involved in the mobility activity, therefore up to 9 receiving organisations and 9 itineraries.
For the first itinerary, select the Sending Organisation and the first Receiving Organisation, using the available drop-down list lists.
Click on the Add itinerary button to add subsequent itineraries, as needed.
For each of the subsequent itineraries, you must select the following Receiving Organisation, one per itinerary. The receiving country and city are automatically filled in. The Sending Organisation stays the same for each of the subsequent itineraries added.
You must provide the Duration (in days) for each itinerary added.
The field Individual support is calculated and updated automatically as per the duration provided for each itinerary. It is read-only, with the exception in the case of Force majeure.
To remove an added itinerary, click on the blue Delete (bin) icon available for each itinerary. If there is only one itinerary added, the Delete icon will be inactive.

You also must select a Distance band and Main means of transport , using the available drop-down list. The Distance band you select must cover the entire distance between the sending city and the final receiving city. Calculate and type the Real Distance in KM by adding up the real distance for each itinerary. For each itinerary, the receiving city of the previous itinerary is considered the point of departure for calculating the real distance toward the next receiving organisation/city . The rules for Main means of transport and Sustainable Means of Transport remain the same as for non-itinerant activities.
The duration in Funded travel Days is considered for the entire activity travel, not per itinerary.
The selected Distance band will automatically update the budget values with the correct travel grant for the activity type and distance band in the Budget section.
Where available and if applicable for the mobility activity, you can provide Comments on different location than sending/receiving organisations.
"Activity taking place at seat of EU institution" flag (KA154, Call 2023)
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Activity taking place at seat of EU institution flag
Activity taking place at seat of EU institution flag
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Mobility activity linked to Preparatory visit
In the case of the mobility activity being linked to a Preparatory visit, only information regarding the Sending and Receiving organisation must be provided in the From-To section.
"Travel Grant"
"Funded travel days" and "Travel Support"
Under Travel Grant you must provide the number of Funded travel days. The minimum and maximum allowed is displayed below the field. The Travel Support is calculated automatically and read-only, except in cases of Force majeure.
"Travel Support - Grant not required" flag
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Travel support (Grant) not required flag
Travel support (Grant) not required flag
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"Request Exceptional costs for expensive travel" flag
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Exceptional Cost for Expensive Travel
Exceptional Cost for Expensive Travel
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This budget item is not available for mobility activities in Preparatory Visits.
"Request Exceptional Costs"
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Exceptional costs
Exceptional costs
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Review and update the "Duration" section, if required
In the Duration section, c heck and, if required, update the Start and End dates of the mobility activity. By default, the Start and End date are prefilled with the dates of the linked activity.
The Duration calculated (days) is calculated automatically and displayed. If the duration limits are not met, a warning message is displayed. The Duration Calculated (days) cannot be manually changed, except in cases of Force majeure.
If there is a break in the mobility activity, fill in the Interruption duration (days) with the number of days of interruption. This duration is subtracted from the total duration of the mobility activity. The interruption duration cannot exceed the total calculated duration in days.
The Duration of mobility activity period (days) indicates the duration in days of the mobility activity after having removed any interruption days. The days are calculated automatically.
The Funded travel days you specified under Travel Grant are displayed and read-only.
If part of the mobility activity duration is not funded via the Erasmus+ programme, specify the Non-funded duration (days). These days will be subtracted from the total duration.
The Funded duration (days) is automatically calculated based on the information provided in the previous fields.
The field Number of days in virtual mobility is only displayed for mobility activities flagged as Blended mobility activity.
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title Information
For Preparatory visits, only the Start Date, End Date and Duration Calculated (days) are displayed in the Duration section.
When the Duration section is complete, the budget section in the mobility activity is updated accordingly.
Prefill Start date and End date from the linked activity or event flag (Call 2023)
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Prefill Start date and End date from the linked activity or event flag
Prefill Start date and End date from the linked activity or event flag
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Review the "Budget" section
The Budget section is read-only and contains the totals for the various budget items such as Organisational Support, Individual Support or Inclusion support. All information is read-only and calculated based on the information provided throughout the form. In cases of Force majeure, the Organisational Support field can be updated.
The Mobility activity grant (calculated) provides the total of all costs for the mobility activity.
Here is the example of the Budget section in a KA152 call 2022 project, where the participant is a Participant with fewer opportunities and Inclusion support for participants was requested.
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Save the mobility activity
You can add Overall Comments for the mobility activity, if required.
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Root BM Compliance with the EU General Data Protection Regulation for mobilities
Root BM Compliance with the EU General Data Protection Regulation for mobilities
Click on the Save button to save the mobility activity.
Mobility activity status "Complete"
Once all sections have been updated and all mandatory fields are filled in, the mobility activity status changes from Draft to Complete. It is still possible to edit the mobility activity details at any stage, as long as the beneficiary report has not been submitted.
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Before submitting the Beneficiary report , you will need to re-check all mobility activities, to make sure they still comply with all validation rules. Where available, the Revalidation of mobility activities functionality can be used for this purpose.
The mobility activity now displays in status Complete in the List of mobility activities .
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List functionality in projects
List functionality in projects
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Root BM List functionality
Root BM List functionality
In addition, you have the option to copy an existing mobility activity using the Duplicate (4) functionality. See Duplicate a Mobility activity for details.