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Comment: updated reminder info for KA131

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Illustrations provided for consultation only...
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This page explains the basics of the Participant Reports in My Projects. 

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This page is relevant for:

  • Erasmus+:
    • KA121 - Mobility for learners and staff of accredited organisations (SCH, ADU, VET)
    • KA122 - Mobility for learners and staff in school education, vocational education and training, and adult education 
    • KA131 - Mobility of higher education students and staff
    • KA151 - Mobility of young people for accredited organisations 
    • KA152 - Mobility of young people 
    • KA153 - Mobility of youth workers 
    • KA154 - Youth participation activities 
  • European Solidarity Corps: 
    • ESC30 - Solidarity Projects 
    • ESC51 - Volunteering, Traineeships and Jobs Projects



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What are Participant Reports? 

Automatic e-mails are sent to participants with an invitation to complete a Participant Report in EU Survey to share their feedback on the experience participating 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 in EU Survey and is offered in various languages.

The 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 edit the form again.

See the Participant Report Templates at the bottom of the page for a list of the available participant reports for the Erasmus+ and European Solidarity Corps programmes. 

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The participant report request will not be sent out if the mobility activity is in Draft status, meaning not completed, in Beneficiary module



Accessing participant report information in a project

For Erasmus+ KA1 projects, participant report information is available from the Mobility activities section of your project.

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. 

Accessing participant report information in a project

As the invitation e-mail is sent only at specific dates in relation to the mobility activity, you may find the Participant Report information empty. 

Participant Report is information empty

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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. 

The following information will be available: 

  • 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. 

Monitoring and statuses of Participant reports

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Status
Status

Participant report statuses in Beneficiary module

Possible statuses of participant reports: 

  • Ready - 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

Our example shows the status as Ready, meaning the e-mail invitation is ready to be sent by the system. 

Participant report statuses in Beneficiary module - Ready

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The notification e-mails

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 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 Turkey
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 My projectsif no report was received after the initial Invitation was sent. 


ProgrammeParticipant profileReference DateInvitation sentReminder sent
Erasmus+ 




All KA1, except Higher EducationMobility Activity End DateOn the Reference Date15 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 Date15 calendar days after the Reference Date, if report not submitted
European Solidarity Corps

ESC30 and ESC51

All Action and Activity Types

Mobility Activity End DateOn the Reference Date14 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 Youth projects (KA151-YOU, KA152-YOU, KA153-YOU, KA154-YOU) the following rules apply:

  • For activity type Preparatory visits (OA-PREP-VIS ) and for participants flagged as Accompanying Person, Trainer/Facilitator, Decision Maker no e-mail invitations are sent.
  • For activity types Youth Exchanges - Programme Countries (LM-EXCH-P) and Youth Exchanges - Partner Countries (LM-EXCH-T) invitations are sent only if the participant is flagged as a Group Leader.

For School Education, Adult Education and Vocational Education and Training projects (KA121, KA122) the following rules apply:

  • For activity types Invited experts (OA-INV-EXP), 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 Group activities (LM-GRP-PUPIL and LM-GRP-ADULT) e-mail notifications and reminders are sent to participants flagged as Lead Accompanying Person.


For a Survey on Recognition for Higher Education Students for activity type Student mobility for studies (HE-SMS) the following applies: 

ProgrammeParticipant profileReference DateInvitation sent
Erasmus+ 

Student Mobility Activity End Date or End Date Virtual Component (whichever is later)45 calendar days after the Reference Date



Sending manual reminders 

It is possible to send reminders to participants to complete the survey from the project manually. The option to send a manual reminder is only available after the automatic notification(s) were sent. 

Open the mobility activity/participant/participation details in view mode or edit mode, by clicking on the respective icons.

Click on the Resend invitation button to send a reminder

Access the Participant Report subsection. 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 last reminder/invitation 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.   

Click on the Resend invitation button to send a reminder


Download of a single participant report

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

Open the mobility activity/participant/participation details in view mode or edit mode, by clicking on the respective icons.

Open the mobility activity, participant or participation details in view or edit mode

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. 

Click the Download report button

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Examples
Examples

Participant Report Templates

Here are the available templates of participant reports to be completed in EU Survey by the participants: 


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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 - PDF

EP-KA1-SCH-ADU-VET-2021 - DOCX

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 - PDF

EP-KA1-SCH-ADU-Group-2021 - DOCX

KA131KA131-HED

Learning Mobility of Individuals – Student mobility for studies in higher education

EP-KA1-HE-Studies-2021

Learning Mobility of Individuals – Student mobility for traineeships in higher education

EP-KA1-HE-Traineeship-2021

Learning Mobility of Individuals – Staff mobility for teaching and training activities

EP-KA1-HE-Staff-2021

Learning Mobility of Individuals – Student mobility for studies in higher education – Additional survey on recognition

EP-KA1-HE-Recognition-2021

KA151

KA152

KA151-YOU, KA152-YOULearning Mobility of Individuals – Mobility of young peopleEP-KA1-Youth-2021

KA151

KA153

KA151-YOU, KA153-YOULearning Mobility of Individuals – Mobility of youth workersEP-KA1-Youth-Staff-2021
KA154KA154-YOULearning Mobility of Individuals – Youth participation activitiesEP-KA1-Youth-Participation-2021
ESC30ESC30-SOLSolidarity ProjectsESC-Solidarity-2021
ESC51ESC51-VTJVolunteeringESC-Volunteering-2021

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