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This page explains the files used to import/export mobility activities (Erasmus+ projects) or participations (ESC51 project) in Beneficiary module.
You can export and import the mobility activities/participations files in either XLSX or CSV format. The instructions on this page are based on the processing of an XLSX file. The templates used for the import of mobility activities/participations can be found on the page Data dictionary and Mobility Import-Export templates.
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It is advisable to export the latest template after each release, to ensure that any changes (e.g., added or removed fields) are also reflected in the file you intend to subsequently import. |
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For a quick overview of the import and export of mobility activities/participations in Beneficiary module, please view the eLearning video.
The page Manage export and import of mobility activities or participations provides an overview of the process for importing and exporting mobility activities or participation in beneficiary projects.
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XLSX import file basicsBasicsIf you have exported the file from your existing project, you might already have some rows filled in with mobility activity/participation information which was added to the project at an earlier stage. In the file you find the following:
For example, if your project reference number is 2021-1-RO01-KA131-HED-000002719, then KA131 relates to the action type, and 2021 the call year of your project. Use the corresponding template and data dictionary relevant for your project and activities. For higher education, the templates are further divided into Staff and Students, and the import for each file type must also be done separately. Dates and DurationsDates must use the format DD-MM-YYYY, using a dash as separator, for example Start date or End date (1). Durations (2) must use integer numbers and the allowed number of digits is indicated in the second row. Durations that are automatically calculated upon file import display CALC (3) in the second row and can remain empty. Grant amount valuesCertain grant fields in the file will be calculated upon file import and do not need to be filled in. These are marked with CALC (1) in the second row of the relevant column. Where a grant amount is required, the required format (2) is displayed in the second row of the relevant column.
Erasmus+ project specificsBasicsThe following columns are applicable to all Erasmus+ action types and follow the same format. The position of these columns in the file varies according to the action type template you are using.
A number of columns require a Data Dictionary value and are marked with DICT. See column C (3) in the example below. If the dictionary value YES or NO is required, this is also indicated. Only YES or NO can be used in these cells to indicate the answer. See column D (4) in the example template below for KA131 Students. Participant specific columnsThe Participant ID column (1) is not mandatory and no dictionary value or special formatting is required. If you do fill it in, the Participant ID must be unique within the project. The field is alphanumeric. A number of columns deal with the participant details (2), for example their first name, last name, email, gender, date of birth, nationality, etc. Depending on the action type of your project, there may be additional columns. Sending and Receiving Organisation ID, OID and Erasmus code columns
The Sending or Receiving Organisation ID is a mandatory field in the import file and it is used to identify the organisation in the file, against the ones existing in the project. If you have started from an empty template, you may not see the default Organisation ID in the file, but you can overwrite it with the ID of your choice, by specifying it in the Sending Organisation ID or Receiving Organisation ID fields (1), as applicable. Remember: the Organisation ID must be unique for each organisation in the project. The OID is the unique organisation identifier obtained when registering in the Organisation Registration system. When the Sending or Receiving organisation OID (2) is filled in, the other organisation details will be automatically filled in when importing the file. This is true for both sending and receiving organisations details. For partner organisations without an OID, provide at least the mandatory details, indicated with an asterisk followed by "if no OID" in the file. If the organisation is a higher education institution holding an Erasmus Charter for Higher Education, it is recommended to use the Erasmus Code instead of the OID in the relevant Sending/Receiving Organisation Erasmus Code (3) column. You can find the list of Higher education institutions holding an ECHE code (2021-2027) on https://erasmus-plus.ec.europa.eu/document/higher-education-institutions-holding-an-eche-2021-2027. Import organisations to the projectYou can use the import file to add new organisations to the project.
In the example below, adding a unique Organisation ID and the OID of an organisation not yet present in the project will automatically create the organisation in your project, after the import is successfully completed. Once added, it will be available in the list of Organisations. Higher education specificsIn Higher Education projects, sending organisations can only be from Programme Countries. Receiving organisations from Programme Countries must hold a valid ECHE accreditation, except for Student and Staff Training activities (HE-SMT and HE-STT). For international mobility activities, the receiving organisations from Partner Countries are not required to register in the Organisation Registration system, nor to obtain an ECHE accreditation, but they must observe the ECHE principles. See Eligible countries for more details. ESC51 - Volunteering Projects specificsBasics
Take note of the following:
Some fields are only required if you have provided information in another field. For example, if you have entered YES in the Force majeure column, you must also fill in the Force majeure explanations field. A number of columns require a Data Dictionary value and are marked with DICT. See column H (3) in the example below. If the dictionary value YES or NO is required, this is also indicated. Only YES or NO can be used in these cells to indicate the answer. PRN (Young person only)
The PRN must be provided if the participation concerns a participant of the type Young person, which must be indicated in the dedicated column. The PRN for the participants who have accepted offers for participation in your project is visible in the Participants section of your project, after the participants have been retrieved from the European Youth Portal.
Offer ID (Young person only)The Offer ID and related fields can remain empty, indicated by CALC displayed in the second row for this column. The offer information will automatically be retrieved upon file import, based on the PRN. Participant data columnsFor participants of the type Young person, the participant-specific fields, such as First name, Last name or email address, can remain empty. All their personal data will be retrieved automatically from EYP, as available in the participant data. The file indicates the relevant columns as ** if 'Young person'=NO. For participants of the type Accompanying Person, the fields must be filled in. If you provide details for an accompanying person who is not yet available in the list of participants in your project, they will be created in the project and they will be visible in the list of participants, after a successful file import. Supporting organisation columns
The Supporting organisation ID is a mandatory field in the participations import file, linked to a Young Person under certain conditions. It is used to identify the organisation in the file against the ones existing in the project. If you have started from an empty template, you may not see the default Organisation ID in the file, but you can fill it with the ID of your choice, by specifying it in the Supporting organisation ID field (1), as applicable. Remember: the Organisation ID must be unique for each organisation in the project. The OID is the unique organisation identifier obtained when registering in the Organisation Registration system. When the Supporting organisation OID (2) is filled in, the other organisation details will be automatically filled in when importing the file. If the organisation is a higher education institution holding an Erasmus Charter for Higher Education, it is recommended to use the Erasmus Code instead of the OID in the relevant Supporting organisation Erasmus Code (3) column. You can find the list of Higher education institutions holding an ECHE code (2021-2027) on https://erasmus-plus.ec.europa.eu/document/higher-education-institutions-holding-an-eche-2021-2027.
Fill in the fileIn the example below, we are using a Call 2022 KA131-HED file for student mobilities.
Add the first mobility activityMake sure you fill in one row for each mobility activity you want to import. Provide all mandatory fields in your spreadsheet for the first mobility activity. Mind the information explained above, to avoid errors when importing the file into your project. For the following mobility activities, either fill in the additional rows one by one, or follow the instructions further below to copy the information from the first mobility activity row, then update as required for each of the additional mobility activities. Select the entire mobility activity row and select "Copy"In order to explain how to add new mobility activities, we will look at a simple scenario where three new mobility activities are added. Each mobility activity will have a different participant, but coming from the same organisation and going to the same location, at the same time and for the same activity. The mobility activity budget is also the same for each mobility activity. Select the row of an existing mobility and copy. Select multiple empty rows and "Paste"Select as many empty rows as desired, then paste the copied information. Depending on your spreadsheet editor, there are various options for the paste action. In the example below, the following options are available:
Update the mobility activity informationUpdate the specific details for each participant. Remember:
Save the fileOnce all information is provided, save your file as XLSX or XLS. You are now ready to import the mobility activity file into your project. |
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