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This page explains how to manage the Learning, Teaching and Training Activities in Beneficiary module.
Cooperation Partnerships projects may include the organisation of transnational learning, teaching and training activities of individuals and groups of individuals, in so far as they bring added value in the achievement of the project's objectives. Optionally transnational learning, teaching and training activities can be included, for which support for travel, subsistence and linguistic preparation can be given. These activities must be justified by the added value that they bring to the achievement of the project's goals.
Learning, Teaching and Training Activities already approved by the National Agency in their project management system will be listed when the project becomes available in Beneficiary module, but will not yet contain all details. These already existing Learning, Teaching and Training Activities must be updated to provide additionally required information about the participants and costs.
In the example below, we are using a KA220-YOU project.
This page is relevant for:
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The "Learning, Teaching and Training Activities" section
The Learning, Teaching and Training Activities section of your project can be accessed from the Content menu. The Learning, Teaching and Training Activities screen contains a list of Learning, Teaching and Training Activities (1), if any are available.
Learning, Teaching and Training Activities already approved by the National Agency in their project management system will be displayed in this list, but do not contain all details. These already existing Learning, Teaching and Training Activities must be updated to provide additionally required information, such as the participants and various costs.
Below the list you will find information about the Total (Calculated) and Awarded Budget (2) . The Total (Calculated) will be updated when Learning, Teaching and Training Activities are successfully added to the project or updated. The amount can exceed the Awarded Budget.
Create a "Learning, Teaching and Training Activity"
Adding a new Learning, Teaching and Training Activity to a project is a two step process:
To add a new Learning, Teaching and Training Activity that was not defined in the grant agreement, click on theCreate button.
Learning, Teaching and Training Activities transferred from the NAs project management system and already available in your project can be updated and the participants must be added. See below for details.
Click on the "Create" button
Click on theCreate button to add a new activity.
Provide the required Learning, Teaching and Training Details and click on "Save"
In the Learning, Teaching and Training Activities details screen, provide the required information. Mandatory fields are marked with a red asterisk * .
To save the activity information, click on the Save button.
Learning, Teaching and Training Activity added to the project
When the activity has been saved, a success message displays. You are returned to the list of Learning, Teaching and Training Activities.
The newly added activity now displays in the list. Columns such as No. Of Participants, EU Travel Grant or Individual Support Grant display initially 0. To complete an activity you must add the participants to the activity.
Follow the instructions above to add more Learning, Teaching and Training Activities to your project, if required.
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Adding the Participants for Learning, Teaching and Training Activities is possible for a newly created activity after it has been saved as well as for the Learning, Teaching and Training Activities that have been transferred from the NA project management system initially available in the list, if any.
Click on the Edit icon for the activity you want to add participants to.
Check that the activity details are complete and correct. For Learning, Teaching and Training Activities transferred from the NAs project management system you may have to add missing mandatory information. Click on the Save button to save any changes you may have made.
If you make changes to an activity and save, you are returned to the list of activities. You must then select Edit to open the activity details again before you can add the participants.
In the Participants section of the screen, an initially empty list is displayed. Click on the Create button to add the first participant to the activity.
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The participants details screen consist of multiple sections, such as Participant, Mobility or From/To, that have to be completed. You can expand and collapse each section of the activity for easier navigation, by clicking on the section title or the arrow > on the right side of each section. Mandatory fields in each section are marked with a red asterisk * and display Value missing below the relevant field.
You may have to use the scroll bar in your browser to access all sections and information on screen.
In the Activity section the fields Activity No., Fields, Activity Type, the Long-Term Activity? flag and Description are displayed. The information available is the same information as provided when the activity was created or as transferred from the NAs project management system. All information in this section is read-only.
In the Participant section you will provide the participant's personal details, such as name, email or date of birth.
For example, the participant Date of birth must be provided for KA220-YOU or KA220-SCH projects, but not in KA220-VET, KA220-ADU or KA220-HED projects.
For all KA220 projects, the Type of Participant must be selected from the available drop-down list. You can select one of the available options: Staff, Learners, Young People, Youth Workers.
The section also includes a number of flags, or tick boxes, that can be used to indicate the participant's role in the activity, whether the participant requires a linguistic grant or whether it is a participant with fewer opportunities. The flags available vary, depending on the field of your project. For example, the flag Group Leader/Trainer/Facilitator/Youth Worker? is only available for participants in KA220-YOU projects.
Here an example of how to add a participant in the participant section in a KA220-YOU project for a Learning, Teaching and Training Activity flagged as Long-term activity.
The Accompanying Persons flag is available for all KA220 projects. Tick the Accompanying persons flag, if the participant is considered an accompanying person.
Group Leader/Trainer/Facilitator/Youth Worker? (YOU projects only)
For participants in Learning, Teaching and Training Activities in KA220-YOU projects not flagged as accompanying person, the Group Leader/Trainer/Facilitator/Youth Worker? flag is available. Tick the box if the participant is considered a group leader, trainer or facilitator.
Participant With Fewer Opportunities?
Tick the Participant With Fewer Opportunities?, if the participant is considered a participant with fewer opportunities. This flag is not available for participants flagged as Accompanying person.
In our example, we change the by default selected option Physical to Blended.
If an activity is flagged as a Virtual:
For Blended Activities the duration of virtual and physical activities cannot overlap.
Tick this box to indicate the participant is Non-EU funded, meaning no EU grant is required for the participant. Following fields in the form will be set to 0€ and cannot be updated:
The Grant Not Required flag in the Travel Grant section will not be available.
The rule checking the minimum and maximum duration will no longer apply. The EU Travel Grant fields, if available, becomes editable. The Individual Support field will also become editable. You can provide the values as per your needs.
The Force majeure flag is automatically selected if the Virtual Activity flag was set and you can not deselect it.
Participants in Learning, Teaching and Training Activities having an end date within 2021 or later, the Force Majeure flag checked, and for which the provided Force Majeure Explanations contain keywords such as "corona" or "covid" will automatically have the COVID-19 affected flag set. It is not possible to tick the Covid-19 affected box manually.
The field Total (Calculated) in the mobility section becomes editable and you can provide the total as per your needs.
In this section you will check and update the start and end dates of the mobility activity, and provide any additional information about the duration of the participants participation in the activity, as applicable. You will also provide the Travel days, if applicable, in this section.
As a general rule, participants in
The Duration Calculated (days), Blended Activity Duration (for blended activities) or Virtual Activity Duration (days) (for virtual activities) for accompanying person must be between 1 day and 2 months (60 days).
The Duration Calculated (days) or Blended Activity Duration (for blended activities) or Virtual Activity Duration (days) (for virtual activity) for participants that are not accompanying persons must be:
These limits are displayed under the relevant duration field for your reference, in the example below Blended Activity Duration.
In this section you will specify the travel details, such as the sending and receiving organisations, select distance in the distance band and the means of transport.
Any participating organisation can be the sending organisation. For KA220-HED, Invited organisations can also be selected.
The receiving organisation must be in a country of the organisations participating in the project or in the seat of an institution of the EU (Belgium, France, Germany, Luxembourg and the Netherlands.
Selecting the sending and receiving organisation from the available drop-down lists will auto-complete the fields Sending Country, Sending City, Sending Organisation Erasmus Code (where applicable) and/or Type of Organisation. You can change the values for Sending/Receiving Country by using the available drop-down list displaying Programme countries, Partner countries and OCTs, and Sending/Receiving City by overwriting the information.
You will also specify the real distance in KM between the sending and the receiving cities. This will be used purely for statistical purposes to determine the carbon footprint of the activity.
"Travel Grant" section
The EU Travel Grant field is read-only and displays the automatically calculated travel grant as per information provided in the form. Two flags may be available:
Exceptional costs for expensive travel
Grant not required (EU Travel Grant)
When this flag is set, the EU Travel Grant is set to 0.
"Linguistic Support" section
The Linguistic Support section is only available for Learning, Teaching and Training Activities flagged as Long-term activity and if the participant is not flagged as an Accompanying person. To Request Linguistic Support, tick the available box. The Linguistic Support Grant is automatically filled in.
"Individual Support" section
The Individual Support grant is calculated automatically based on the calculated Individual support for physical and/or virtual activity. This amount cannot be manually changed, except in cases of force majeure.
Grant not Required (Individual Support)
The Grant Not Required flag, or tick box, will result in the relevant participant budget fields set to zero. The fields affected are:
The flag Grant Not Required is automatically checked whenever the corresponding budget field value is 0 and the activity is saved, for example when a distance band with an associated travel grant of 0 is selected and the activity is saved.
"Total Calculations" section
The Total (calculated) is the sum of all relevant costs and is displayed at the bottom of the screen. This amount cannot be changed manually.
You also have the option to provide comments in this part of the form, if required.
Click on the Save button to save the participant details in the activity.
A success message displays. The Learning, Teaching and Training Activity screen opens again. The list of participants displays the added participant. Values such as Distance Band, Sending Country and Receiving Country are displayed in the table. Follow the instructions above to add more participants to the activity, if required.
Click on the Back button at the bottom of the screen to return to the list of Learning, Teaching and Training Activities in your project.
Alternatively click Learning, Teaching and Training Activities in the Content menu
The various columns in the list are updated with the values as per information provided for the activity and the participants.
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The Total (calculated) below the table is updated as per provided information for the activities and participants.
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